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Check-in scanner capacity planner
Divide peak arrivals per minute by what one scanner clears. For 800 delegates with 35% arriving in the busiest 15 minutes, that is 18.7 a minute; at about 10 seconds a person, including manual look-ups, one scanner clears 6. You need 4 scanners plus a spare. Enter your numbers to see the queue.
Scanners needed at the peak
4 + 1 spare
18.7 arrivals a minute at the peak; each scanner clears 6
1 short at the peak: about 11 people queue and the last wait about 1 minute. Add scanners, open self check-in, or move manual look-ups to a separate desk.
- With your scanners
- 1 min wait3 scanners at the peak
- Scanners for the average rate
- 3if arrivals were even
- Time to scan everyone
- 45 minwith 3, against a 60-minute window
| People through the desk | 800 |
|---|---|
| Arrivals in the busiest 15 minutes | 280 |
| Average seconds per person8% need a 45-second look-up | 10 |
| People per scanner per hour | 359 |
| Queue left when the peak endswith 3 scanners | 11 |
| Scanners to staff4 working + 1 spare | 5 |
Average-rate arithmetic. Real queues bunch, so the 85% utilisation margin is built in; time a few scans at your rehearsal and enter the real seconds.
How we calculate
- Peak arrivals per minute
people through the desk × share in the busiest 15 minutes ÷ 15Never less than the average over the whole window. People who check themselves in skip the desk.
- Seconds per person
(1 − manual share) × seconds per scan + manual share × seconds per look-upA few manual look-ups slow the line more than a slightly slower scan.
- Scanners needed
peak arrivals per minute ÷ (60 ÷ seconds per person × 0.85), rounded upRunning scanners at 85% leaves room for the normal bunching of arrivals.
- Queue with your scanners
(peak arrivals − your scanners’ capacity) × 15 minutesLongest wait = that queue ÷ your scanners’ capacity per minute.
- Spares
one per four working scanners, rounded upFor a dead battery, a VIP line or a second entrance.
Assumptions
- One scanner = one phone running the organiser app and one person; scans are logged with the scanner and time.
- Seconds per scan include the greeting and handing over a badge or kit. Time a few at the rehearsal and use the real figure.
- Manual look-ups (no QR, wrong account, walk-ins) take 30–60 seconds; send them to a separate desk if you can.
- Self check-in applies only where the activity allows it.
Prices as of 23 Oct 2026.
Worked examples
| Scenario | Result | In one line |
|---|---|---|
| Conference, 800 delegates | 4 + 1 spare Scanners needed at the peak | Check-in capacity: 800 people, 60-minute window, 35% in the busiest 15 minutes. Need 4 scanners + 1 spare; with 3 the longest wait is about 1 minute. |
| Association meet, 2,500 delegates, 20% self check-in | 14 + 4 spare Scanners needed at the peak | Check-in capacity: 2,500 people, 45-minute window, 40% in the busiest 15 minutes. Need 14 scanners + 4 spare; with 8 the longest wait is about 7 minutes. |
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Questions about this calculator
How many check-in scanners do I need?
Enough for the busiest 15 minutes, not the average. For 800 people with a third arriving in the last quarter-hour, four scanners and a spare keep the line under a couple of minutes at 7 seconds a scan.
How long does a QR check-in take?
The scan itself takes a second or two. With a greeting and a badge or kit handed over, plan 6–10 seconds per person, and 30–60 seconds for anyone who needs a manual look-up.
Does self check-in help?
Yes, for activities where you allow it. Every person who checks in from their phone is one fewer at the desk at the peak, which is when it matters.
What if the network is weak at the venue?
Test scanning at the venue during the rehearsal, keep a spare device on another network, and keep the manual look-up desk ready. Plan with real timings from that test.