How to check people in at an event using HubSpot
Check-in is where event data usually breaks. A printed list gets typed up days later, or never. If you want attendance in HubSpot, the aim is to record it at the door.
Before the night
- Make sure the guest list in HubSpot is final: Confirmed, Waitlisted, Declined.
- Decide who checks people in, and give them access on a phone or tablet.
- Have a backup: a printed list you can photograph and enter afterwards if the wifi drops.
At the door
- Search for the guest by name or company.
- Mark them as attended against this event.
- For a walk-in, find or create the contact, then add them with the right label.
The HubSpot way
In HubSpot, that means opening each contact, then the event association, and changing its label. It works for a dozen guests. At sixty, the door backs up.
Afterwards
- Check the numbers: Confirmed, Attended, walk-ins.
- Send a thank-you to attendees and a "sorry we missed you" to no-shows, from different lists.
- Tag anyone who came for the first time.
Where HubRSVP fits
HubRSVP is part of Kikaye, a set of small HubSpot apps on one login. See what HubRSVP does, or read the setup guide.