Counting heads at a training session or a client briefing usually means passing round a sign-in sheet and typing it up afterwards. Lark Calendar can do it for you.
Turn on check-in when you create the event, share a link or QR code, and attendance records itself into a Base file you can filter and share.
What Event Check-In Gives You
- A check-in window you control, opening before, during or after the event.
- A link and a QR code guests can use from any device.
- Automatic reminders sent to guests through the Calendar Assistant bot.
- Live attendance statistics stored in a Base file you own and can share.
Note: Event organisers, or members with edit permission for the event, can set up check-in. Only the organiser can view the check-in information.
How to Set Up Event Check-In
Step 1: Open the event
Go to Calendar and click Create Event for a new event, or click an existing event and select the Edit event icon.
Step 2: Switch on check-in
On the event editing page, click the No check-in required drop-down and select Check-in required.
Step 3: Set the check-in window
Complete the settings in the pop-up window and click Confirm.
- Start check in: When check-in opens. You can set it relative to the event, such as 15 minutes before the start, after the start, or after the end.
- End check in: When check-in closes. The same three reference points apply, so you might choose End now once the event finishes.
- Check-in notification is automatically sent to guests at the start of the check in process: Tick this and the Calendar Assistant bot messages every guest the moment check-in opens.
Tip: Custom time values of up to 720 minutes are supported, and the resulting check-in window is shown underneath the End check in field so you can sanity-check it before confirming.
Step 4: Save the event
Back on the event editing page, click Save. To change anything later, reopen the event and click Check-in Settings.
How to Find the Check-In Information
The check-in details, covering the link, the QR code and the statistics, can be reached two ways.
From the Calendar Assistant bot
Once check-in is set up, the organiser receives a message card. Click View Check-in Info on the card.
From the event card
Alternatively, open Calendar, click the event, and click View Check-in Info on the card. The scheduled check-in time sits just underneath.
How to Share the Check-In Link
On the Check-in Link tab, click Copy Link, Copy or Share. Guests click the link to open the check-in.
How to Share the Check-In QR Code
On the Check-in QR Code tab, click Download, Copy or Share. Guests can scan the code, or long-press the image if they receive it on mobile.
This is the option worth printing. A code on the door or on the registration desk saves you chasing anyone who missed the message.
How to View Check-In Statistics
On the More tab, click Check-in Statistics. You will see the number checked in against the number of guests, plus a link to the underlying Base file where you can view the detail, filter by check-in status, and adjust content and permissions.
- The organiser is the owner of the statistics Base file by default.
- When check-in opens and again when it closes, the Calendar Assistant sends a card with a View Check-in Data button for quick access.
- Guests who did not check in still appear in the data, so you can filter for no-shows.
Note: The guest figure is calculated as event guests, minus anyone invited by email, plus any extra guests who checked in. So an event with 35 invitees, 5 of them external contacts invited by email, and 3 additional people who joined through a shared event card and checked in, shows 33 guests.
Transferring an Event to Another Organiser
Check-in data does not follow the event automatically. If you hand an event over, the original owner sees a prompt to transfer the check-in data.
The Calendar Assistant sends a matching notification with a Transfer Check-in Datasheet button.
Important: Once ownership has transferred, the original owner can no longer open the statistics from the event card or from earlier Calendar Assistant notifications. Export anything you still need first.
Practical Use Cases for SMEs and Startups
- Staff training: Prove who attended a compliance or safety session without a paper register.
- Client workshops: Print the QR code for the registration desk and get an attendance list you can follow up from.
- Recurring team meetings: Track participation across a weekly stand-up over a quarter.
- Roadshows and open days: Let walk-in visitors check in from their own phones by scanning a code.
- Hybrid events: Capture attendance from people joining remotely as well as those in the room.
Frequently Asked Questions (FAQ)
Who can set up event check-in in Lark?
The event organiser, or any member who has edit permission for the event, can enable and configure check-in. Viewing the check-in information is restricted to the organiser.
How do guests check in to a Lark event?
They open the check-in link or scan the QR code the organiser shares. If the notification option is enabled, the Calendar Assistant also messages them a link the moment check-in opens.
Can check-in be turned off after it has been enabled?
Yes, at any time. On the event editing page, change the Check-in required drop-down back to No check-in required, click Done in the pop-up, then Save at the top of the page.
Why can’t external guests check in?
The sharing permission is probably set to people inside the organisation. Change it to allow anyone with the link to edit, and external guests will be able to check in.
How does check-in work for recurring events?
Each occurrence generates its own link, QR code and statistics. The next occurrence’s check-in information is only created once the current one has finished, so you cannot set it up in advance.
Does duplicating an event copy the check-in settings?
No. Duplicated events default to no check-in required, so you need to configure check-in again on the copy.
What happens if I change the event time after check-in has started?
The check-in window shifts automatically to match the new event time. Anyone who has already checked in stays recorded and does not need to do it again.
Attendance Records That Look After Themselves
Event check-in is a small feature that removes a familiar chore. Set the window once, share a code, and the attendance list builds itself into a Base file you can filter, share and report from. For any team running regular training, briefings or client sessions, it is worth switching on by default.
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