# Conference session check-in — preflight worksheet

Use one row per session and one result per test. Keep completed copies in the event team's controlled workspace. This blank worksheet uses references and counts; do not add guest names, contact details, payment data, or live QR codes. Session attendance is separate from event admission.

## 1. Define the session record

| Session reference | Date/time and room | Registration or access rule | Attendance purpose | Exception owner |
| --- | --- | --- | --- | --- |
| __________ | __________ | __________ | __________ | __________ |
| __________ | __________ | __________ | __________ | __________ |

For each row, record which system owns the session roster and which system proves event admission. If your platform's self-check-in does not enforce the session rule, assign a staff check before anyone enters the room.

## 2. Set the mode and station

| Session reference | Staff scan / attendee self-check-in | Code, QR display, or device owner | Open/close window | Checkout or repeat-scan rule | Record to inspect |
| --- | --- | --- | --- | --- | --- |
| __________ | __________ | __________ | __________ | __________ | __________ |
| __________ | __________ | __________ | __________ | __________ | __________ |

- [ ] Confirm the selected platform and mode actually enforce any required eligibility or capacity rule.
- [ ] Check what happens to a person not yet registered for the session before enabling attendee self-check-in.
- [ ] Keep setup codes and device passwords in the authorized system, not on this worksheet.
- [ ] Assign a room operator and an exception owner for every session.

## 3. Rehearse using safe sample records

Run these only with an authorized test setup that cannot create unintended live registrations or charges. Write the observed result, not the result you expect.

| Scenario | Expected rule for this session | Observed result | Pass / hold | Owner if held |
| --- | --- | --- | --- | --- |
| Registered for the correct session | __________ | __________ | __________ | __________ |
| Registered for a different session | __________ | __________ | __________ | __________ |
| Not registered for this session | __________ | __________ | __________ | __________ |
| Same credential or person checked in twice | __________ | __________ | __________ | __________ |
| Wrong session selected at the station | __________ | __________ | __________ | __________ |
| Device or code unavailable | __________ | __________ | __________ | __________ |

## 4. Verify and hand off

- [ ] Open the exact session record and compare test check-ins with the expected sample records.
- [ ] Check that event admission and session participation are not being reported as the same state.
- [ ] Confirm any capacity or access decision with the system or staff process that actually owns that decision.
- [ ] Fix or pause any failed scenario before operating the session station for real attendees.
- [ ] Tell the next operator the current session, mode, open window, unresolved tests and exception owner.

Provider-specific cautions: [Cvent Event App self-check-in](https://support.cvent.com/s/communityarticle/Configuring-Session-Check-In-for-Your-Event-App) is a participation feature, not its access-control mode; its guide says an unregistered attendee checking into a session is registered, can override registration rules, and can add fees to a balance due. [Webex Events Onsite](https://help.webex.com/article/n7sgt1fb) documents separate session settings for repeat check-in, checkout, access and capacity. [Eventee](https://help.eventee.com/en/articles/217-how-does-session-check-in-in-the-check-in-app-work) requires enabling session check-in and selecting the intended session in its app. Confirm your provider's current behavior before using this card.