---
title: "Using Vendor Check-In and QR Tools"
description: "VendorHearth Pro includes front-end vendor check-in tools that can help event staff track vendor arrivals on event day. For organizations that want a faster digital workflow, VendorHearth also supports QR-based check-in functionality. ## The Vendor Check-In Page VendorHearth provides a…"
url: "https://vendorhearth.com/docs/using-vendor-check-in-and-qr-tools/"
updated: "2026-09-23"
category: "Event Operations — booth assignments, vendor maps, event packets, check-in"
---

# Using Vendor Check-In and QR Tools

VendorHearth Pro includes front-end vendor check-in tools that can help event staff track vendor arrivals on event day.

For organizations that want a faster digital workflow, VendorHearth also supports QR-based check-in functionality.

## The Vendor Check-In Page

VendorHearth provides a front-end check-in page using the shortcode:

`[cmn_vendor_checkin]`

Place this shortcode on the WordPress page you want to use for vendor check-in.

This allows authorized users to access the check-in workflow without needing to work directly inside the full WordPress administration area.

## Why Use Digital Check-In?

Digital check-in can help your event team quickly determine:

- Which vendors have arrived
- Which vendors are still expected
- Who has completed the check-in process
- Which vendor record belongs to the arriving business

This can be especially useful for events with a larger vendor roster.

## QR Check-In

VendorHearth supports QR functionality as part of the check-in workflow.

QR tools can provide a faster way to identify the appropriate vendor during arrival instead of manually searching through a long vendor list.

This can help reduce congestion at your vendor check-in area.

## Prepare Before the Event

Do not wait until vendors begin arriving to test check-in.

Before event day:

1. Open the Vendor Check-In page.
2. Confirm authorized staff can access it.
3. Verify the correct event and vendors appear.
4. Test the check-in process.
5. Test QR functionality if you plan to use it.
6. Confirm the page works properly on the device staff will use.

Testing with the actual device is important if staff will be using a phone or tablet at check-in.

## Give Staff the Correct Access

Event staff should only receive the WordPress access necessary for their responsibilities.

They generally should not need full Administrator access simply to assist with event operations.

Confirm staff access before event day so you are not troubleshooting accounts while vendors are arriving.

## Check-In Does Not Assign Booths

Vendor check-in and booth assignment are separate functions.

Before event day, vendors should already have the appropriate booth information when your event uses assigned spaces.

Staff can then use the check-in process to confirm arrival and direct the vendor to the appropriate location.

## Keep the Event Map Available

Your check-in team should have access to the current event map.

After a vendor checks in, staff may need to direct them to:

- Their booth
- Vendor parking
- Unloading areas
- Food truck locations
- Other operational areas

The booth information in VendorHearth should match the current map.

## Have a Backup Plan

Technology can occasionally fail.

Consider having access to a current vendor roster in case:

- Internet service is unavailable
- A mobile device loses connection
- The website becomes temporarily unavailable
- A QR code cannot be scanned
- A staff member cannot access the check-in page

VendorHearth's reporting and export tools can be used to prepare useful event information before event day.

## If a QR Code Does Not Work

If QR-based check-in does not work for a particular vendor, use the normal check-in workflow to locate the vendor manually.

A QR problem should not prevent a valid vendor from being checked in.

After the event, investigate whether the issue involved the code, device, browser, or website configuration.

## Using Check-In Is Optional

You do not have to use VendorHearth's digital check-in system.

Some organizations may prefer a printed roster or another arrival process.

You can still use VendorHearth for applications, payments, booth assignments, event packets, and other features without using digital check-in.

## After Check-In

Once a vendor has completed the arrival process, event staff can direct them according to your organization's procedures.

This may include:

- Proceeding to their booth
- Unloading merchandise
- Moving their vehicle to vendor parking
- Completing setup

VendorHearth handles the vendor-management record while your organization determines the physical event-day procedure.

## Next Step

Continue to **Preparing VendorHearth for Event Day** for a final checklist covering booth assignments, maps, event packets, staff access, check-in, and backup information before vendors begin arriving.