Each plan allows a fixed number of active check-in devices. When you reach the cap, deactivate or archive devices you are not using to free up slots, or contact support for a temporary increase.
Requirements: A device that is no longer in use.
Free up a device slot
To see every device on your account, go to Check In → Devices in the main sidebar. This is the full list. The Devices page inside an event shows only the scanners whose staff member is assigned to that event, so it is not the place to manage your limit.
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Open Check In → Devices.
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Find a device you are not using. Devices that currently hold a slot are marked Using a seat.
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Click Deactivate on that device, and confirm.
The device immediately stops counting toward your limit and loses access to your data, and you can add a new device in the freed slot right away. Its scan history is kept. Click Reactivate whenever you want it back.
Archive (in the row’s dropdown) also frees the slot and keeps the scan history. Both are reversible: a deactivated device has a Reactivate button, and an archived one has Unarchive.
Reach for Deactivate when a device is coming back — a staff member is off for the season, or you need a slot for one busy weekend. Archive fits a device you are retiring, or a bulk clean-up of scanners you no longer own.
If you bring an archived device back into service, reinstall the Check In app on it. Its local data is as old as the day you archived it, and a reinstall is the cleanest way to get it current — see Check-in app configuration.
What counts toward the limit
Every active device counts, regardless of who is signed in to it — including volunteers signing in on their own phones.
A device stops counting when any of these is true:
- Deactivated — frees the slot immediately, and Reactivate brings it back.
- Archived — frees the slot immediately and keeps the scan history. Unarchive brings it back.
- Deleted — frees the slot. Recoverable from the trash until you empty it (see below).
- Inactive — a device that has not reported in for over a month drops off the count on its own, with no action needed.
That last one is worth knowing: a device sitting in your list looking idle may already have stopped counting, so deactivating it will not move the number. The Using a seat badge tells you which devices are actually holding a slot.
Recover a deleted device
Deleting a device is not permanent. A deleted device and its scan records sit in the trash until you empty it, and restoring the device brings its scans back with it.
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Go to Settings → Trash Bin.
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Find the Devices row and click View records.
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Find the device and click Restore.
Emptying the trash is what makes a deletion permanent, and that cannot be undone.
Plan device limits
| Plan | Active devices |
|---|---|
| On Demand | 2 |
| Planner | 4 |
| Professional | 8 |
| Concierge | Unlimited |
If you need more devices than your plan allows, archive unused ones, upgrade to a higher plan, or contact support to request a temporary increase for a specific event.
Related articles
- Plans, pricing, and credits — what each plan includes, including its device allowance.
- Event Check In App — download the app and add a device.
- Check-in app configuration — scan modes and door settings once a device is signed in.
FAQ
I’m over my device limit — am I locked out of the app?
No. Going over the cap stops you adding new devices and redirects other backend pages to billing, but the Devices page itself stays reachable so you can archive devices and free up slots without contacting anyone.
Can I get more devices for one busy event without upgrading?
Sometimes. There is no self-serve option, but for an event with a hard deadline, contact support — a one-off temporary increase can be arranged. Otherwise, upgrade to a higher plan.
Do I have to archive a device, or will it drop off on its own?
Either works. Deactivating or archiving frees the slot immediately. A device that has not reported in for over a month also drops off the active count automatically.
What is the difference between deactivating, archiving, and deleting?
All three free the slot and keep the device’s scan history, and all three can be undone:
- Deactivate — Reactivate on the Devices page. Use this for a device that is coming back.
- Archive — Unarchive on the Devices page. Use this for a device you are retiring.
- Delete — Restore from Settings → Trash Bin, until you empty the trash.
Unarchiving or reactivating a device takes a plan seat back, so it is refused if you are already at your limit — free a slot first.
I deactivated devices but the seat count did not change
Only devices that have reported in within the last month hold a slot, so deactivating long-idle devices frees nothing — they had already dropped off. Look for the Using a seat badge on Check In → Devices to find the ones that are actually counting.
I deleted a device by accident — can I get it back?
Yes, as long as you have not emptied the trash. Go to Settings → Trash Bin, find the Devices row, click View records, then Restore. The device’s scans come back with it.
If the same iPad has since signed in again, it will have created a new device record, and restoring the old one is blocked because both would share the same identifier. Archive or delete the newer record first, then restore the older one to recover its scan history.
How do I get back down to the On Demand limit before downgrading?
Deactivate or archive devices until your active count is within the On Demand limit of 2, then downgrade.
