Event Check-In
Led the design of an event check-in web app where financial event organisers can track and manage event attendance.
Year:
2025
My Role:
Product Designer
Skillset:
UX/UI Design, UX Research, Web App
Event Check-In
Led the design of an event check-in web app where financial event organisers can track and manage event attendance.
Year:
2025
My Role:
Product Designer
Skillset:
UX/UI Design, Design System
Project Overview
Problem
With the existing solution, event staff struggled to check in attendees quickly during peak arrival times, and to accurately track everyone that had attended.
Why This Problem Mattered
Slow check-ins negatively impacted attendee satisfaction, while unreliable attendance and lead data reduced visibility for sales teams and weakened the sales pipeline.
Project Overview
Problem
With the existing solution, event staff struggled to check in attendees quickly during peak arrival times, and to accurately track everyone that had attended.
Why This Problem Mattered
Slow check-ins negatively impacted attendee satisfaction, while unreliable attendance and lead data reduced visibility for sales teams and weakened the sales pipeline.
Responsive Design
The web app needed to offer a smooth experience across all web browser types and work responsively across various screen sizes.
Responsive Design
The web app needed to offer a smooth experience across all web browser types and work responsively across various screen sizes.
See who is Registered to Attend
The check-in page allows event organisers to see who has registered for the event or session. Attendees can be checked in either manually or using their confirmation QR code.
Check-In Attendees
Attendees can be manually checked-in by selecting their name from the registrant list. They can also be checked-in individually, or alongside colleagues.
Check-In Attendees
Attendees can be manually checked-in by selecting their name from the registrant list. They can also be checked-in individually, or alongside colleagues.
Track Attendee Status
Once an attendee is checked in, their status is updated, and they are automatically added to the "Checked In" list.
User Insights
Key Insight 1
Attendees arrived at the event in groups with colleagues. Users found it time consuming to check them in individually, and attendees experienced long wait times which negatively impacted their event experience.
Design Response
We prioritised designing a way for event organisers to check in groups from the same company, so that it was quicker and reduced wait times.
Key Insight 2
Event organisers were finding it difficult to keep track of plus ones who arrived and were not pre registered to the event.
Design Response
We focussed on providing a clear way for users to capture details of plus ones so that they could be referred to sales for follow up.
Key Insight 3
Attendees arrived at the event in groups with colleagues. Users found it time consuming to check them in individually, and attendees experienced long wait times which negatively impacted their event experience.
Design Response
We prioritised designing a way for event organisers to check in groups from the same company, so that it was quicker and reduced wait times.
User Insights
Key Insight 1
Attendees arrived at the event in groups with colleagues. Users found it time consuming to check them in individually, and attendees experienced long wait times which negatively impacted their event experience.
Design Response
We prioritised designing a way for event organisers to check in groups from the same company, so that it was quicker and reduced wait times.
Key Insight 2
Event organisers were finding it difficult to keep track of plus ones who arrived and were not pre registered to the event.
Design Response
We focussed on providing a clear way for users to capture details of plus ones so that they could be referred to sales for follow up.
Key Insight 3
Attendees arrived at the event in groups with colleagues. Users found it time consuming to check them in individually, and attendees experienced long wait times which negatively impacted their event experience.
Design Response
We prioritised designing a way for event organisers to check in groups from the same company, so that it was quicker and reduced wait times.
How Might We
Problem
"Users want to be able to keep track of more than basic personal details when registering new attendees e.g. things like sales manager, custom fields, dietary requirements etc."
Action Statement
"How might we enable users to easily keep track of more than basic attendee details within the app when they are registering new attendees in person?"
Design System
A design system was created to manage reusable components and ensure consistent scalability.
User Flows
Building user flows allowed us to map out key steps and identify which screens would be required to enable users to complete key tasks. Following this step meant that we did not waste time building screens that users did not need to achieve their goals.
User Flows
Building user flows allowed us to map out key steps and identify which screens would be required to enable users to complete key tasks. Following this step meant that we did not waste time building screens that users did not need to achieve their goals.
Design Decisions and Trade-offs
We explored both QR-only check-in and manual lookup. Due to unreliable connectivity at some venues, we designed a hybrid approach that allowed offline manual searches as a fallback.
Design Decisions and Trade-offs
We explored both QR-only check-in and manual lookup. Due to unreliable connectivity at some venues, we designed a hybrid approach that allowed offline manual searches as a fallback.
Wire-Framing
Wire-framing allowed us to visualise the screens that were required and visualise the positioning of content. This step allowed us ensure the content was positioned and grouped logically, thereby improving the understanding and experience for the user.
We designed for a range of scenarios including empty states, attendees or companies with long names, and separation of registered and checked in attendees - to make the check in process faster.
Wire-Framing
Wire-framing allowed us to visualise the screens that were required and visualise the positioning of content. This step allowed us ensure the content was positioned and grouped logically, thereby improving the understanding and experience for the user.
We designed for a range of scenarios including empty states, attendees or companies with long names, and separation of registered and checked in attendees - to make the check in process faster.
Prototyping & Testing
Prototyping allowed us to bring the app to life by experimenting with navigating between pages and interactions. It helped with identifying pain points and making the final experience as smooth as possible for users.
Prototyping & Testing
Prototyping allowed us to bring the app to life by experimenting with navigating between pages and interactions. It helped with identifying pain points and making the final experience as smooth as possible for users.
Design Outcome
More Accurate Attendance Tracking
Allows event organisers to better track event attendance for post event reporting and sales follow up.
Fewer Errors
Improves process for capturing attendee data leading to more reliable data for lead nurturing.
Faster Check-In
Streamlines the check-in experience for guests by reducing the time taken to check-in.
Improved Accommodation of Special Requirements
Allows event organisers to better track attendee requirements and accomodate needs.
Positive User Feedback
The app recieved positive feedback from users after the redesign, noting fewer manual corrections and faster check-in.
Design Outcome
More Accurate Attendance Tracking
Allows event organisers to better track event attendance for post event reporting and sales follow up.
Fewer Errors
Improves process for capturing attendee data leading to more reliable data for lead nurturing.
Faster Check-In
Streamlines the check-in experience for guests by reducing the time taken to check-in.
Improved Accommodation of Special Requirements
Allows event organisers to better track attendee requirements and accomodate needs.
Positive User Feedback
The app recieved positive feedback from users after the redesign, noting fewer manual corrections and faster check-in.
What I Would Improve Next
With more time, I would like to have gathered further feedback on how the check-in app performs during a real event scenario. This would help with identifying usability issues, or identifying any unknown edge cases.
What I Would Improve Next
With more time, I would like to have gathered further feedback on how the check-in app performs during a real event scenario. This would help with identifying usability issues, or identifying any unknown edge cases.
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