# 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 per minute at the peak

- Arriving18.7
- Your scanners clear17.9
- Recommended clear23.9

__Breakdown__
| 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.

[Send to WhatsApp](https://wa.me/919145897433?text=Hi%20Sociana%2C%20here%20is%20my%20estimate%20from%20the%20Check-in%20scanner%20capacity%20planner%3A%20Check-in%20capacity%3A%20800%20people%2C%2060-minute%20window%2C%2035%25%20in%20the%20busiest%2015%20minutes.%20Need%204%20scanners%20%2B%201%20spare%3B%20with%203%20the%20longest%20wait%20is%20about%201%20minute.%20https%3A%2F%2Fsociana.in%2Fcalculators%2Fattendance-capacity-planner%2F%23r%3DMX44MDB-NjB-MzV-MH43fjh-NDV-Mw)

## How we calculate

Peak arrivals per minute

`people through the desk × share in the busiest 15 minutes ÷ 15`

Never 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-up`

A 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 up`

Running scanners at 85% leaves room for the normal bunching of arrivals.

Queue with your scanners

`(peak arrivals − your scanners’ capacity) × 15 minutes`

Longest wait = that queue ÷ your scanners’ capacity per minute.

Spares

`one per four working scanners, rounded up`

For 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. |

Example inputs are illustrative, not client data. Tap “Start from” above to load either one.

Got it.

A person from the delivery team will reply within one working day (Mon–Sat, 10:00–19:00 IST).

Request received · 

## 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.

## Related calculators

- [QR attendance and activities→](https://sociana.in/features/qr-attendance-and-activities/)
- [QR attendance scanner demo→](https://sociana.in/demos/qr-attendance-scanner/)
- [APMI Annual Conference 2026 case study→](https://sociana.in/case-studies/apmi-annual-conference-2026/)
- [EEMA Connect case study→](https://sociana.in/case-studies/eema-connect/)

[All calculators](https://sociana.in/calculators/)

---
Canonical: https://sociana.in/calculators/attendance-capacity-planner/
Publisher: Sociana by Alien Brains Private Limited (https://sociana.in/)