---
title: "Sending Event Check-In Communications"
slug: "sending-event-check-in-communications"
status: "new"
updated: 2026-07-01T16:37:39Z
published: 2026-07-01T16:37:39Z
canonical: "knowledge.technolutions.net/sending-event-check-in-communications"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://knowledge.technolutions.net/llms.txt
> Use this file to discover all available pages before exploring further.

# Sending Event Check-In Communications

> [!TIP]
> 🏔️ Summit 2026 Feature
> 
> Send event and scheduler communications as soon as a registrant is checked in.

Event check-in communications add an **Upon check in** trigger to [event and scheduler communications](/v1/docs/event-communications-overview). Use this trigger for messages that should be sent when the registrant arrives, such as an arrival confirmation, day-of-event instructions, or an internal notification to the event user.

![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Setting an event communication trigger to Upon check in.png)

You can use event check in communications to:

**Admissions 🪪**

Send an arrival confirmation when an admitted student checks in for an open house. The message can include the event location, agenda, and a link to the student's mobile pass.

**Student Success 🎓**

Notify the advisor when a student checks in for an academic advising appointment. Use `{{Staff-Assigned-Mobile-Number}}` as the recipient when the event user should receive the SMS message.

**Advancement 🤝**

Send a welcome message when an alum checks in for a reunion event. The message can include the event schedule, room location, or post-event survey expectations. At the same time, you can send an SMS notification to the alum’s assigned staff member that their assigned prospect has checked in.

## Before you begin

- Confirm that the [event or scheduler template](/v1/docs/event-templates) is in **Confirmed** status. Form and event communications, including scheduler communications, send only for confirmed events.
- Decide whether the communication belongs on the template or on a specific event or scheduler instance.
- Use a test registrant with an email address you can monitor before making the communication active for real registrants.
- Plan the recipient. Use `{{sys-email}}` for the registrant or another recipient field, such as `{{Staff-Assigned-Mobile-Number}}`, for an internal notification.

> [!WARNING]
> 📝 Note
> 
> When you edit communications on a template, the change can affect associated events or scheduler instances that inherit those communications. Use an instance-level communication when the message should apply only to one event or appointment.

## Creating a check-in communication

1. Go to **Events** or **Scheduler**.
2. Open the event, event template, scheduler template, or scheduler instance.
3. Select **Edit Communications**.
4. Select **New Mailing**.
5. Configure the following settings:
  - **Name:** Enter a clear internal name, such as **Check-in Confirmation**.
  - **Trigger:** Select **Upon check in**.
  - **Group:** Select the group that should receive the message. For a registrant email, use an email group that matches the message type.
  - **Status:** Select **Inactive** while testing. Change the status to **Active** when the message is ready to send.
  - **Method:** Select the message method.
  - **UTM Tracking:** Select whether UTM tracking should be enabled.
  - **Calendaring:** Select a calendaring option when the message should include an iCal file or meeting invite.
  - **Hide from Timeline:** Select this option only when the communication should not appear on the recipient's timeline.
6. Select **Save**.

## Configuring the message

1. Open the check-in communication.
2. Select **Edit Message**.
3. Configure the following settings:
  - **Sender:** Confirm the sender address.
  - **Recipient:** Enter the merge field or address that should receive the communication.
  - **Subject:** Enter a subject that matches the message purpose.
  - **Preheader:** Enter preview text when appropriate.
  - **Body:** Add the message text and any merge fields needed for the event or appointment.
4. Select **Save**.
5. Review the communication summary and confirm that the pre-flight check does not report errors.

The message editor includes event and scheduler merge fields such as `{{Form-Date-Time}}`, `{{Form-Location}}`, and `{{Form-User-Email}}`. It also includes system merge fields such as `{{sys-email}}`, `{{sys-first}}`, and `{{sys-mobile}}`.

![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Edit message.png)

## Testing the communication

1. Keep the communication set to **Inactive** while you configure and review the message.
2. Register a test person for the event or scheduler instance.
3. Change the communication status to **Active** when you are ready to test delivery.
4. Go to the event or scheduler overview page and select **Launch Check In**.
5. Check in the test registrant manually or with the [scanner process](/v1/docs/event-mobile-passes-badges) used by your office.
6. Confirm that the message is sent to the expected recipient.
7. Return the communication to **Inactive** if additional edits are needed before launch.

![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Testing registration.png)

> [!NOTE]
> 💡 Tip
> 
> **Send Test / Ad-Hoc** is useful for reviewing message content, but it does not test the check-in trigger. To test the trigger, use a test registration and complete the check-in action.

## Troubleshooting

#### The communication does not send after check-in

Confirm that the event or scheduler instance is in **Confirmed** status, the communication is **Active**, and the trigger is **Upon check in**. Then confirm that the recipient field resolves to a valid email address or phone number for the selected method.

#### The wrong person receives the message

Review the **Recipient** field in the message editor. Use `{{sys-email}}` for the registrant, or use a different merge field or address when a staff member should receive the message.

#### The message sends for some registrants but not others

Review the communication group and any conditions added through **Edit Conditions**. A registrant must match the group and conditions when the check-in action is completed.

#### The message is ready to launch

Set the communication status to **Active**, complete one final test check-in, and confirm that the message sends to the expected recipient.

For more details about event communication triggers and groups, see [Form and Event Communications Triggers & Groups](/v1/docs/form-and-event-communications-triggers-groups). For general event communication setup, see [Event Communications Overview](/v1/docs/event-communications-overview).