> ## Documentation Index
> Fetch the complete documentation index at: https://partner-help.letsdothis.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Setting up the Check-in app

> What you have to set up before event day, and what is optional.

<Info>
  To open these settings, go to your event in the dashboard and select
  **Check-in app** under **⚡ Event day** in the left sidebar. You need edit
  access to the event to change these settings — with view-only access you can
  see how everything is set up, but the toggles and buttons won't be available
  to you.
</Info>

Set the app up before event day. There are two parts:

* **[Mandatory set up](#mandatory-set-up)** — check-in dates, staff, and the app on your devices.
* **[Optional set up](#optional-set-up)** — roles, passcodes, check-in flow, bib rules, zones and participant data. Each already has a working default.

New to the app? Start with [what it does and the roles your team uses it in](/docs/event-day/check-in-app-overview).

## Mandatory set up

There are three steps you have to complete. Everything else has a working default, so you can run a check-in without making further changes.

<Steps>
  <Step title="Set your check-in dates">
    At the top of the **Check-in app** page you'll be asked **When are you going to be using the check-in app?** Choose the days you'll have the app in use and click **Add dates**.

    This matters for more than your own planning — sharing your check-in days lets us keep the app fast and stable right through your event.

    If your event runs across more than one day, or you run registration the day before, include every one of those days — not just event day.
  </Step>

  <Step title="Add your staff and volunteers">
    On the **Staff & volunteers** tab, select **Add**, enter the person's email address and add them — they'll then be able to check participants in for this event from the app.

    Each person needs a Let's Do This account. If they don't have one yet, they'll be prompted to create one when they're invited.

    Add yourself too. If you're not already on the list you'll see a row offering to add you in one step, so you can check participants in on the day.

    To take someone off, remove them from the list.
  </Step>

  <Step title="Get the app onto every device">
    The **Overview** tab shows a QR code. Scan it with each phone or tablet you'll use on event day, or use the App Store and Google Play links next to it.

    Make sure every device is signed in, charged, and running the latest version before event day. Walk through a check-in on one of the devices to confirm your set-up.
  </Step>
</Steps>

Without changing anything else, your team gets the **Check-in** role, a bib is required before anyone can be marked as checked in, and the app shows a standard set of participant details.

<Warning>
  **Solutions** and **Medical** are passcode-protected by default, and every
  passcode has the same default value that you should change before event day.
  You can optionally add a passcode to any other role too — see
  [Passcodes](#passcodes).
</Warning>

## Optional set up

Everything here is optional. Each setting already has a working default, so change only what your event needs.

### Roles

Each role has a switch to make it available in the app. Turn on the ones your event needs and leave the rest off — a role that's off doesn't appear as an option when your team opens the app. For what each role does, see [the roles your team can use](/docs/event-day/check-in-app-overview#the-roles-your-team-can-use).

Select **Configure** on a role to open its settings.

### Passcodes

Each role has a **Passcode** section with an **Ask for a passcode** switch. Turn it on and your team has to enter a 4-digit code before they can use that role; leave it off and the role opens straight into the app.

Every role has its own code. Until you set a code for a role, it uses the same default code as every other role. Set a different code for each role you protect to gate access to different areas of the app.

Codes are 4 digits, numbers only. Enter the code and select **Save passcode**.

### Check-in flow

On the **Check-in** role, the **Check-in flow** section decides the steps your team works through when they check someone in.

* **Hand out add-ons during check-in** adds an add-on step to the flow, so the same person who checks a participant in also gives them their t-shirt or medal. Turning this on also turns on add-on allocation, so the app shows each participant's add-ons.
* **Sign waivers during check-in** adds a waiver step before the bib step. A **waiver** is the agreement a participant signs to take part.
* **Require every waiver to be signed** blocks check-in until all of a participant's waivers are signed. This is only available once you've turned the waiver step on.
* **Show the leaderboard** adds a **Leaderboard** tab to the app for every role, ranking your team by how many participants they've checked in. It doesn't change the check-in flow itself.
* **Signature type** is either **Typed** or **Drawn** — whether participants type their name or sign with a finger.
* **Minimum signing age** is the age below which a participant can't sign for themselves. Enter an age and select **Save age**.

Signature type and minimum signing age only apply when the waiver step is on.

### Check-in screen

On the **Check-in** role, **Participant details** decides which fields appear on a participant's check-in screen — standard fields, registration fields and any custom participant data. Which fields there are to choose from is set on the **Participant data** tab — see [Participant data](#participant-data).

This applies to the check-in flow, so **Solutions** sees the same list when it checks someone in from the **Start List**. It doesn't change the Start List entry screen itself.

### Bib rules

On the **Check-in** role, the **Bib management** section decides whether a bib is needed at check-in and how bib numbers are entered. A **bib** is the number a participant wears to identify them during your event. For how bibs get assigned — in advance or at the desk — see [Bib assignment](/docs/event-day/bib-assignment).

* **Require a bib to check in** stops anyone being marked as checked in until they have a bib. This setting is turned on by default.
* **Allow bib reassignment** lets your team move a bib from one participant to another.
* **Allow manual bib entry** lets your team type a bib number instead of scanning it.
* **Alphanumeric bibs** allows letters as well as numbers.
* **Prevent duplicate bibs** stops the same bib number being given to two participants.
* **Enforce bib validation rules** holds your team to the bib numbers you've set as valid for each race, or each start wave within a race.

**Advanced bib setup** adds specific characters — hyphen, square brackets, space and comma — to what a bib number may contain. These are only available once **Alphanumeric bibs** is on.

**Advanced bib setup** also holds three scan patterns: one for camera scans, and one each for turning a hand scanner's reads into a bib number or a booking. Most events never need them. Set one only when your bibs or badges encode something around the number and the app is picking up the wrong part of a scan — each takes a regular expression of up to 64 characters, and the app falls back to the scan as it reads it whenever a pattern doesn't match.

### Zones

If you turned on **Zone management** or **Medical**, open the role and add your zones. A **zone** is any area you control entry to — a festival village, an after-party, a bag drop, or for the medical role, a medical tent.

Give each zone a name. **Capacity** is optional: leave it blank unless you need to cap how many people can be in a zone at once.

Zones you add under **Zone management** are separate from the ones you add under **Medical**.

Deleting a zone can't be undone.

### Participant data

The **Participant data** tab controls what the app shows about each person.

**Special fields** point the app at the registration form fields that carry a participant's gender and their emergency contact relationship. Pick the field for each. Once a field is assigned, it's always visible in the app.

**Registration form fields** lists the questions from your registration form. Use **Visible in app** to choose which ones your team can see, and the medical marker to flag the ones your medical team needs — a field marked as medical moves into the medical part of the app rather than staying in the general list.

**Add-ons** lists what participants have purchased in addition to their race entry. Choose which appear in the app, and set how each one is handed over under **Fulfilment**.

If something doesn't behave the way you expect, see [FAQs](/docs/event-day/faqs).