The Race Space Check-in App turns your registration desk into a handheld operation. Instead of paper lists and a laptop, each of your volunteers works from a phone: they scan a runner's ticket, see everything they need to know about that person, and check them in with one tap.
This guide covers what the app does, how to set up logins for your team, and how to get it installed on their phones. Start the install step at least a week before race day — it's the part that takes longest, and the part that catches people out.
What your team sees on the day
They pick your event, then land on the event screen: a large CHECKED IN count that updates on its own as your whole team works, and a Start Scan button.
They scan the runner's ticket. The runner shows the QR code from their confirmation email, the phone reads it, and the runner's details come up. No signal needed at the moment of scanning.
They see everything about that runner on one screen:
Name, and whether they've already been checked in
Wave name and start time — so your team can tell the runner where to be and when
Finisher t-shirt size — so nobody has to ask
Bib number — scan it or type it, and the app blocks a bib that's already been given to someone else
Merch to hand over — items the runner bought that need collecting at the desk, each with a Collect button. Tap once to mark it handed over, tap again to undo.
Other purchases — no action — things the runner bought that were posted out or handled elsewhere, shown for information only so your team doesn't go hunting for boxes that aren't there
Colour badges — each runner carries a coloured tag for their race or distance, and an Under 18 flag where it applies. Useful if under-18s need a different wristband, a parental consent check, or keeping off certain obstacles.
They tap to check the runner in. Done.
Finding someone who can't be scanned
Phone flat, email deleted, ticket on a screen that won't wake up — it happens. Your team can open the racer list and search by name, bib or email, and filter by Checked in or Not yet. Check-in works exactly the same from there.
If someone gets checked in by mistake
Open that runner and tap Undo check-in. The count corrects itself.
There's also a My recent check-ins screen showing the last 10 people that phone checked in — useful when a volunteer says "I think I just did that twice."
When the signal drops
This is the one that matters most, because race sites are usually fields.
If the phone loses connection, an amber bar appears: "Offline — showing saved data. Check-ins are saved and will sync automatically." Your team carries on exactly as normal. Check-ins are saved on the phone and sent up the moment signal returns. Nothing is lost, and nothing gets double-counted when it syncs.
The only thing that pauses while offline is the shared count — it catches up once the phone reconnects.
Before race day: a timeline
When | What to do |
2 weeks out | Create your check-in logins (Step 1 below) |
1 week out | Get the app onto your team's phones (Step 2). Android needs the most notice. |
The day before | Everyone logs in once, on wifi, and finds your event in the list |
Step 1: Create your check-in logins
Check-in logins are separate accounts that only work in the app. Someone holding one cannot sign in to the Race Space website and see your entries, your financials or your dashboard. That matters, because on race day you're handing credentials to volunteers you may have met that morning.
Never give your own Race Director login to a volunteer. It opens everything.
You can create check-in accounts yourself:
[TO CONFIRM — exact dashboard path, e.g. Dashboard → Your event → Team → Add check-in user]
One login per phone. The same login can't be signed in on two phones at the same time, so count the phones on your registration desk and make that many. Most organisers name them simply — reg1@, reg2@ and so on — so it's obvious who was on which phone if you ever need to check.
Give each volunteer their login by text or email the day before, not on the morning.
Step 2: Get the app onto your team's phones
iPhone and Android work differently, so split your team into two lists before you start.
iPhone
Open the App Store
Search for Race Space HQ App
Tap Get
That's it. Nothing needed from us.
Android
Android phones get the app through Google Play's testing programme, which means we need to add each person before they can install it. It's quick, but it isn't instant, so don't leave it to the night before.
Collect the Google account email from each Android volunteer — the address their phone is signed in to on the Play Store, usually a Gmail address. This is the address, not a password: you're not asking anyone for their password, and neither are we.
Send that list to us (see the bottom of this article). We'll add them and send you back a join link.
Forward the link to your volunteers. Each person opens it on their phone, taps Become a tester, then Download it on Google Play. It then installs like any other app, with no warnings.
The one thing to check: the phone's Play Store must be signed in to the same address you sent us. If it's signed in to a different account, the app won't appear and they'll see "item not found."
Don't install from a downloaded file
If anyone sends your volunteers an app file to download directly, Android will throw up a string of security warnings such as: "App blocked to protect your device" is the usual one. That's Android doing its job: it doesn't recognise apps that didn't come from the Play Store.
People can push past those warnings, but half of them won't, and the ones who do will quietly assume your app is dodgy. Use the Play Store link instead.
Step 3: Test it before the day
Twenty minutes now saves an hour at the desk.
Every volunteer logs in once, on wifi, and confirms they can see your event
Check in one or two test entries, then undo them, so everyone has done it once for real
Anyone who hasn't managed to install it by the day before needs chasing now, not on race morning
Troubleshooting
What they see | What's actually happening |
"Item not found"on the Play Store link | Their phone is signed in to a different Google account than the one you sent us — or we haven't added them yet. Check the address on their phone first. |
"App blocked to protect your device" | They're installing a downloaded file rather than the Play Store version. Send them the Play link instead. |
"What's the password for the link?" | There isn't one. The Play link uses their own Google account, which they already have. The only password we issue is the one for logging in to the app itself. |
Can't log in to the app | Two different things get confused here: their Google or Apple account gets them the app, and their check-in login gets them into it. Make sure they're using the |
"Already checked in" | Someone on another phone got there first. Nothing is broken — confirm with the runner and carry on. |
"Bib already in use" | That bib is assigned to another runner. Check the number on the bib itself before overriding. |
The count looks too low | A phone is offline with check-ins still waiting to send. It'll correct itself on reconnect. Pull down on the event screen to refresh. |
Someone's not in the list at all | They may have entered on the day or under a different name. Search by email as well as name. |
Common questions
Does it work without signal? Yes. Check-ins are saved on the phone and sync automatically when signal comes back. The live count is the only thing that pauses.
Can two volunteers share one login? No — not at the same time. Create one login per phone.
Can volunteers see our entries, revenue or reports? No. Check-in accounts work only in the app. They have no access to the website or dashboard.
A runner bought a t-shirt that we posted out. Will staff be asked to hand one over? No. Posted items appear under Other purchases — no action, for information only. Only items genuinely collected at the desk get a Collect button.
What if a volunteer drops out on the morning? Any spare login works on any phone. Have one more than you think you need.
Need a hand?
Android volunteers to add, or anything not covered here: get in touch at [email protected] and we'll sort it.
If your event is within 48 hours, say so in the subject line and we'll prioritise it.