Event check-in: what to expect
This guide explains what happens at event check-in on SportCerts and how to make sure your team is ready.
Who this is for
Admin/Coaches preparing to bring their team to an event. Whether it's your first event on SportCerts or your tenth, this guide covers what's expected at check-in so there are no surprises.
What happens at check-in
When you arrive at an event, event staff will verify your team using the cards you've prepared on SportCerts:
Your coach card confirms you're an authorized coach for the team.
Staff cards confirm any assistant coaches or team managers on the bench.
Player cards confirm each player's identity, age, and verification status.
QR codes on Verified player cards let event staff confirm verification on the spot — they scan, and the card pulls up the player's verified record.
Event staff may compare the photo on the card to the actual player or coach to confirm identity. This is why a clear, recent headshot matters.
How to be ready for check-in
The simplest way: download a fresh card packet just before the event and bring it with you.
You can bring the packet:
As a printed PDF (most coaches do this — print on letter-size paper, landscape, 100% scale, and cut the cards out if you want)
On your phone or tablet as a digital PDF — most events accept this
For details, see the article on downloading your team's card packet.
What to do before the event
A few days before:
Confirm every player on your roster is Verified
Confirm every player has a headshot uploaded (no placeholders)
Confirm every staff member has been added with their photo
Download a fresh card packet
Print or save it to your device
The day of:
Bring the card packet (printed or digital)
Bring your phone (in case you need to pull up your dashboard)
Show up early — check-in often has a line, especially at large events
Notes
Verification status as of the event matters. A player whose verification expires the day of an event may or may not be eligible — this varies by event policy. Renew well in advance if you're cutting it close.
Headshots matter. Players without a headshot upload show a placeholder instead of a real card. Some events allow this; others don't. Get fresh photos uploaded before the event.
Each event sets its own check-in rules. SportCerts provides the verification platform, but the event director decides how check-in is run.
Troubleshooting
A player at check-in is being flagged as Unverified or Pending. Their parent should log into their dashboard to check the status. If documents were submitted but not yet approved, contact support — the team can sometimes expedite review on event day.
A player's photo on the card doesn't match how they look now. Ask the parent to upload a fresh headshot from their dashboard. Once uploaded, you can re-download the card packet — the new photo appears immediately.
Event staff can't scan the QR code. Make sure the card is printed at full size (100% scale, not "fit to page") and is well-lit. If digital, turn screen brightness up. If neither works, event staff can usually look up the player's verified status manually.
A player is missing from my packet. They may not be on your roster yet, or they may not be Verified. Check your roster page and refresh, then re-download the packet.
My printer cut off some of the cards. Print at letter-size, landscape, 100% scale. Disable any "fit to page" or "scale to fit" settings.
The event director is asking for additional documents I don't have. SportCerts confirms identity and age, but some events ask for additional things like insurance certificates, sanctioning paperwork, or proof of residency. These are not handled in SportCerts — coordinate directly with the event director.
FAQ
Do I need to bring physical printed cards, or are digital cards enough? Most events accept digital cards on a phone or tablet. Some prefer printed. Check with the event director.
What if I forget the card packet at home? Pull up your team's roster on your phone — you can re-download the packet on the spot, as long as you have internet access.
What if a player loses their card during the event? You can re-print or re-download anytime from your team's roster page.
Can a parent show their child's card on their own phone instead? Yes, parents can pull up their child's card from their own SportCerts account. This works as backup if the coach packet isn't available.
What if a player's verification expires mid-event (e.g., during a multi-day tournament)? This depends on the event's policy. Some events lock eligibility as of check-in; others enforce it daily. Ask the event director.
Do staff (assistant coaches, team managers) need to check in too? Usually yes — staff cards confirm their authorization to be on the bench or in restricted areas. Check the event's specific rules.
Can I check in my whole team at once? Most events do team check-in as a single process: you bring the packet, staff verify the team and players together, and you're cleared to play. The exact flow varies by event.
Can someone else check in for me if I can't be there? Some events allow a designated team representative to check in. Coordinate with the event director and bring the card packet with you.
This guide explains what happens at event check-in on SportCerts and how to make sure your team is ready.
Who this is for
Admin/Coaches preparing to bring their team to an event. Whether it's your first event on SportCerts or your tenth, this guide covers what's expected at check-in so there are no surprises.
What happens at check-in
When you arrive at an event, event staff will verify your team using the cards you've prepared on SportCerts:
Your coach card confirms you're an authorized coach for the team.
Staff cards confirm any assistant coaches or team managers on the bench.
Player cards confirm each player's identity, age, and verification status.
QR codes on Verified player cards let event staff confirm verification on the spot — they scan, and the card pulls up the player's verified record.
Event staff may compare the photo on the card to the actual player or coach to confirm identity. This is why a clear, recent headshot matters.
How to be ready for check-in
The simplest way: download a fresh card packet just before the event and bring it with you.
You can bring the packet:
As a printed PDF (most coaches do this — print on letter-size paper, landscape, 100% scale, and cut the cards out if you want)
On your phone or tablet as a digital PDF — most events accept this
For details, see the article on downloading your team's card packet.
What to do before the event
A few days before:
Confirm every player on your roster is Verified
Confirm every player has a headshot uploaded (no placeholders)
Confirm every staff member has been added with their photo
Download a fresh card packet
Print or save it to your device
The day of:
Bring the card packet (printed or digital)
Bring your phone (in case you need to pull up your dashboard)
Show up early — check-in often has a line, especially at large events
Notes
Verification status as of the event matters. A player whose verification expires the day of an event may or may not be eligible — this varies by event policy. Renew well in advance if you're cutting it close.
Headshots matter. Players without a headshot upload show a placeholder instead of a real card. Some events allow this; others don't. Get fresh photos uploaded before the event.
Each event sets its own check-in rules. SportCerts provides the verification platform, but the event director decides how check-in is run.
Troubleshooting
A player at check-in is being flagged as Unverified or Pending. Their parent should log into their dashboard to check the status. If documents were submitted but not yet approved, contact support — the team can sometimes expedite review on event day.
A player's photo on the card doesn't match how they look now. Ask the parent to upload a fresh headshot from their dashboard. Once uploaded, you can re-download the card packet — the new photo appears immediately.
Event staff can't scan the QR code. Make sure the card is printed at full size (100% scale, not "fit to page") and is well-lit. If digital, turn screen brightness up. If neither works, event staff can usually look up the player's verified status manually.
A player is missing from my packet. They may not be on your roster yet, or they may not be Verified. Check your roster page and refresh, then re-download the packet.
My printer cut off some of the cards. Print at letter-size, landscape, 100% scale. Disable any "fit to page" or "scale to fit" settings.
The event director is asking for additional documents I don't have. SportCerts confirms identity and age, but some events ask for additional things like insurance certificates, sanctioning paperwork, or proof of residency. These are not handled in SportCerts — coordinate directly with the event director.
FAQ
Do I need to bring physical printed cards, or are digital cards enough? Most events accept digital cards on a phone or tablet. Some prefer printed. Check with the event director.
What if I forget the card packet at home? Pull up your team's roster on your phone — you can re-download the packet on the spot, as long as you have internet access.
What if a player loses their card during the event? You can re-print or re-download anytime from your team's roster page.
Can a parent show their child's card on their own phone instead? Yes, parents can pull up their child's card from their own SportCerts account. This works as backup if the coach packet isn't available.
What if a player's verification expires mid-event (e.g., during a multi-day tournament)? This depends on the event's policy. Some events lock eligibility as of check-in; others enforce it daily. Ask the event director.
Do staff (assistant coaches, team managers) need to check in too? Usually yes — staff cards confirm their authorization to be on the bench or in restricted areas. Check the event's specific rules.
Can I check in my whole team at once? Most events do team check-in as a single process: you bring the packet, staff verify the team and players together, and you're cleared to play. The exact flow varies by event.
Can someone else check in for me if I can't be there? Some events allow a designated team representative to check in. Coordinate with the event director and bring the card packet with you.