The Eventrac RaceDay Check-In App is designed for race organisers, event staff, and volunteers to manage participant arrivals, bib allocation, and merchandise collection efficiently on event day.
Using any mobile device with a camera, staff can scan unique QR codes included in Eventrac confirmation emailsāeither directly from a participantās phone screen or from a printed copy. For those who have either lost, forgotten or dont have a QR code users can search by participant name using the keyboard icon.
Because the app is web-based, there is no installation required. It can be accessed instantly across multiple devices, making it ideal for large teams and busy event environments.
For race directors, this provides real-time visibility of starter numbers and attendance. For event teams, it creates a faster, more organised process for participant check-in, merchandise collection, and goody bag distribution.
Key Use Cases
Participant Check-In
Scan participant QR codes or search by name to mark attendees as arrived.
Bib Allocation
Assign pre-allocated bib numbers or dynamically allocate bibs on the day.
Merchandise Collection
Scan product QR codes or search by participant name to manage item collection efficiently.
Before You Begin
ā ļø Important: QR codes must be enabled during event setup before entries open.
If QR codes are not activated in advance, confirmation emails will not include scannable codes.
Refer to your Event Basic Info (Advanced Options) to confirm this is enabled.
Best Practices for a Successful Event Day
To maximise efficiency on race day, we recommend the following:
Resend order confirmation emails (e.g. 1 month, 1 week, or 48 hours before the event).
Ensure all add-on products are configured to always send order confirmations, so participants receive separate QR codes for entries and products.
Clearly explain the check-in process to participants in pre-event communications.
Remind participants to arrive with their QR code ready for scanning.
If possible have a seperate line for those who donāt have a QR and/or on the day entries
Ask volunteers to save the app to their mobile home screen for faster access.
Maintain a backup process, such as printed participant lists, in case of connectivity issues.
Accessing the Scanning App
Dashboard ā Events ā Scanning App
Use the Access URL provided in this section to share the app with staff and volunteers.
Scanning App Overview
Status
Ensure the app is marked as Enabled before event day.
Access URL
This is the web link your team will use to open the app on their device.
Scanning Groups
Permission-based groups that control what each user can access.
Setup Guide
A reference point for onboarding staff and troubleshooting.
Setting Up Scanning Groups
Scanning Groups allow you to control which races, registration categories, or products are visible to different users.
This is particularly useful when:
Managing separate check-in stations
Restricting merchandise teams to product collection only
Preventing searches from returning results across all races
At least one active Scanning Group must be configured for the app to function.
How to Create a Scanning Group
Select Add New Group
Enter a clear group name (e.g. Participants Only)
Save the group
Configure permissions
Configuring Permissions
For each group, you can:
Edit the group name
Select Allowed Registration Categories
Select Allowed Products (if applicable)
Save permissions
Once your event has concluded, we recommend deleting unused permission groups for security and housekeeping.
Access Code
Each user must scan the assigned Access Code when first opening the app.
This grants access based on their Scanning Group permissions.
Participant Check-In
The fastest method is to scan the participantās QR code from their confirmation email.
Alternatively, users can search by participant name using the keyboard icon.
To reduce delays, ensure participants understand the process in advance and have their QR code ready upon arrival.
Assigning Bib Numbers
Once a participant is located via search or QR code:
Select the Bib option
Assign or update the bib number
Save changes
This ensures accurate participant records in real time.
Volunteer Setup Guide
Provide the following steps to your event team:
Open the Access URL on a mobile phone or tablet
Save the page to the device home screen
Open the app from the home screen
Enter your name
Scan the provided Access Code
Allow camera access
Begin scanning participants or products
We recommend volunteers sign out once event check-in is complete.
Recording Check-Ins
After a successful scan or search, use the toggle at the bottom of the screen to mark an entry or product as:
Checked In
Collected
This updates records instantly.
Real-Time Reporting
Mobile Reporting View
The app provides live reporting so teams can monitor participant arrivals throughout the event.
This supports faster decision-making and clearer operational oversight.
Admin Reporting View
To review check-in data from your admin account:
Dashboard ā Event ā Check-In
From here, you can view participant lists, attendance figures, and collection records in real time.
FAQs
āNot Recognisedā Error
If scanning a QR code returns a red āNot Recognisedā message, the code is invalid.
This usually indicates:
The QR code was not generated correctly
QR functionality was not enabled before entries opened
The participant is presenting an outdated or unrelated code
In these cases, locate the participant manually using the search function.