Airport Check-in Absolutely Everything You Need to Know
You can’t just walk onto your flight because you have a ticket. First, you need to get through the airport security area. To access the security area you need a special pass called a boarding pass.
To obtain the boarding pass you must check-in just like at your doctor’s office or anywhere else you have an appointment.
Once you are checked in and have been issued your boarding pass, you will proceed to the security area, present your boarding pass, then continue on to your flight after you pass through security.
Note that some small airports may allow your ticket to act as a boarding pass. The airline will inform you when you check-in. You won’t need to guess.
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How do I check-in to get my boarding pass?
There are three methods you can use to check-in and retrieve your boarding pass:
- Online on your phone or computer
- At the airport form a ticket agent
- At the airport from the airline’s kiosk
How to get your boarding pass online
Most airlines allow you to check-in online 24-48 hours before your flight. You can check-in online from your home or hotel. You will usually receive a message when check-in is available.
To check-in, you need your confirmation number. Then locate your flight on the airline’s website and click the button that says check-in. Once you check-in, a boarding pass will be issued if you need one.
The boarding pass can either be printed out or saved on your phone to be scanned later at the airport.
Many airlines load the general boarding passengers in the order they checked-in. With online check-in you can get a jump on passengers who wait to check in when they arrive at the airport.
Online check-in is especially beneficial if you are flying an airline such as Southwest which does not assign seats but uses a first come, first serve concept. The earlier you check-in, the higher your group number.
For all airlines, you want to have the highest group number. More information on group numbers and how they are assigned, read our blogpost, What is a Group Number?
How to get your boarding pass from a check-in agent at the airport
The airport lobby is where you will find check-in agents. Generally, the lobby is the first area you will encounter when you enter through the airport doors. The lobby should look similar to the featured image at the top of this blogpost.
It is recommended that you arrive at the airport 2 hours before a domestic flight and 3 hours before an international flight. At this time you can check-in and get your boarding pass from a check-in agent at the airport.
The airport workers at the check-in counters are usually described as AGENTS or OFFICERS. Each airport and airline chooses these job titles so they this job goes by different names such as Check-in agent, Airport check-in agent, Passenger check-in agent, Check-in Officer etc. In this article I will refer to the job as CHECK-IN AGENT.
Where do I find a check-in agent?
You will see a line of counters when you enter the airport terminal’s lobby. These are called ticket counters. At each ticket counter is the name of an airline. This is where you will find a person (the check-in agent) standing behind the ticket counter waiting for you.
How to check-in at small airports:
Find your airline’s counter and stand in line.
How to check-in at large airports:
At large airports, each airline may have a dozen or more ticket counters. Each counter is designated with a number. In the case many counters for the same airline, you must locate your flight on the leaderboard then proceed to the correctly numbered counter. Later in this article I will have a picture of a leaderboard and explain how to read a leaderboard.
How to get your boarding pass from the airlines kiosk in the airport lobby
Some airlines have installed kiosks near the ticket counter which allow you to check-in by machine rather than with a person. This makes for quicker check-in, so the airlines highly encourage you to use these kiosks and usually have a person posted in the kiosk area to assist you.
Look for the kiosk that displays your airline name. Note that some kiosks represent more than one airline. Follow the instructions of the screen to either type in your flight number or scan your passport.
Answer any additional questions then the kiosk will issue your boarding pass.
However, if you are checking luggage you will still need to get in line and deposit your luggage with the check-in agent at the counter.
Some kiosks will ask if you are checking luggage and issue a designation sticker that you will wrap about your luggage handle. You will need to get in line and give your luggage to the check-in agent.
Don’t fret if you miss the screen that asks about baggage or if you don’t understand how to place the sticker on your luggage. The check-in agent will complete these tasks for you.
Check in advice for first time travellers
If you are a first-time flyer I suggest you get in line to speak with a check-in agent regardless of how you receive your boarding pass.
Sometimes there can be issues with your ID or with your carry-on luggage. Even with your boarding pass you are not home free. You still need to get through security and onto your airplane and you don’t want to be worrying about getting stopped at security or prevented from boarding your airplane because of an issue.
Confirming with a check-in agent will give you the confidence that you have done everything correctly and all your paperwork is in order.
When you first enter the terminal don’t panic if there is no sign for your airline.
Also don’t fret if your airline’s ticket counter is not manned.
There are three possible reasons this could happen.
- You have the wrong day, time or airline
- You may be at the wrong terminal
- Your ticket counter is not yet open for business.
If you don’t see your airline, or you find your airline’s counter unstaffed, the best thing to do is approach an airport employee, show them your ticket and ask where to check-in.
If you are in the wrong terminal they will direct you to the correct terminal. If you have the wrong day, time or airline, they will inform you of such.
It’s more likely that you have been so diligent about arriving early that you have arrived before your ticket counter has opened.
What if I see my airline but the counter is not staffed?
The counters are not open all the time. Counters typically open 2-3 hours before your flight’s departure time. You will need to wait until the counter is staffed
What if I don’t see a sign listing my airline?
Sometimes multiple airlines will share a single counter, changing the marquee sign at the counter as they switch between the various airlines. If you don’t see your airline listed, the first thing you want to do is find an airport employee and confirm you are at the correct terminal.
Once you’ve confirmed that you are in the correct terminal, you will need to wait in the lobby until your airline is showing in the marquee and the counter is staffed.
Check-in procedure at large airports is different from the check-in procedure at small airports.
Large airports require more diligence.
At larger airports, one airline may have 3 or 4 counters. These will usually be labeled A,B,C,D, etc. Also there may be numerous stations at each counter. These stations are called windows. The windows will usually be labeled with a number.
Your ticket will not tell you where to check-in. In order to find the correct window you will need to refer to a leaderboard.
What is an airport leaderboard?
As soon as you enter a large airport terminal you will see an electronic leaderboard. This will be front and center so you don’t need to search for it or fear that you won’t see it. Leaderboards are posted throughout the airport and are usually high upon the walls above your head.
At large airports, once you are in the correct terminal, you need to locate a leaderboard and find your flight number.
You are going to look at your ticket, find your flight number and locate it on the leaderboard. The leaderboard will cycle through several screens so continue watching until your flight appears. On the same line as the flight number you will see a letter and number such as A23.
This number reveals the window number where you will check-in for your flight. Now you need to find counter A then window 23 and get in line.
Sometimes your flight will be listed but not followed by any numbers or letters. This means that the window is not yet open and you’ll have to wait in the lobby and continually check the leaderboard until your window designation appears.
If your window number does not appear soon, or if you begin to worry, ask an airline employee to confirm that you are in the correct terminal.
Is it better to check-in online or at the airport?
My advice is to do both. Check in online, then check-in again at the airport. At the airport you will have an updated boarding pass printed by the airline. It is more likely to list your gate number whereas when you checked in earlier that gate may not yet been assigned.
Normally I check-in at home as soon as it is allowable, then do another airport check-in at the kiosk.
Do I need to go to the check-in agent if I check-in online?
No, you do not need to go to the check-in agent if you check-in online but remember that with baggage to check, you must check-in at the airport with a check-in agent.
Do I need to print my boarding pass?
At most airports you can either print a boarding pass or have a scannable QR code on your phone. However, not all airlines are able to scan your phone. Check with your airline for their boarding pass requirements. Also, some very small airlines will charge you a fee to print your boarding pass at the airport.
What happens if I don’t check-in online?
For most airlines you don’t have to check-in online and can just check-in at the airport. However, there may be airlines that do require online check-in. View your airline’s check-in rules for this information.
What if I can’t print my boarding pass?
Most of the major airlines allow you to check-in with the scannable QR code on your phone. Some airlines require a printed boarding pass. If you can’t print your boarding pass you can usually print it at the airport. However, some airlines do charge to print your boarding pass for you.
Why check-in before a flight?
Just like at the doctor’s office or any other appointment based business, you must check-in so the company knows that you have arrived. Most airlines require that you check-in anywhere from 15 minutes to 24 hours before your plane is scheduled to depart.
If you do not check-in, the airline does not know you have arrived at the airport within their required time frame and can legally sell your ticket.
Can I get a printed boarding pass if I check-in online?
Boarding passes are downloadable and can be printed on your computer. I usually get a paper boarding pass at the airport even if I checked in online because I like to have a boarding pass that was printed at the airport by the airport. Be aware that some smaller airlines charge money to print your boarding pass at the airport.
Can I get my boarding pass on my phone?
You can get your boarding pass on your phone from all major airlines, and many of the smaller airlines, but not all airlines. The boarding pass will come in the form of a scannable QR code.
What information do you need to print a boarding pass?
The information that you need to print your boarding pass is your reservation number. You will also need to show ID if you have a check-in agent print your boarding pass. Some of the check-in kiosks also require an ID to be scanned into the machine.
Printing your boarding pass at home requires only your reservation number. Regardless of how and where you print your boarding pass, you will not be allowed past security without an ID that matches the name on your boarding pass.
What documents are required for airport check-in?
The document needed for airport check-in is an identification card. Lately airlines have been requiring a READL ID. These requirements vary from place to place. I don’t carry a real id but use my passport for identification. I suggest you get a passport to free you from the stress of these ever changing requirements.
You also need your reservation number but if you don’t have it, the check-in agent can usually find your flight by using your id.
How early should I arrive at the airport for check-in?
Most airports suggest you arrive 2 hours before your domestic flight departs and 3 hours before an international flight. However, these are only estimates and not rules.
During busy times airports can get backed up and you may need to arrive several hours early. Check each airport website for suggested time of arrival.
How early should I arrive for check-in?
Kiosk check-in goes quickly, but if you’re checking in at the counter or checking baggage, you’re going to be standing in line. Any check-in line is usually no longer than 30 minutes.
What are the check-in counter operating hours?
Every check encounter is not open all the time; in fact most check-in counters are not open all the time. Check-in counter operating hours will vary per season and per airline. There are no posted times for check-in counters, but most will open 2 to 3 hours before a flight.
What is the process for checking in luggage?
The only way to check-in luggage is to hand your suitcases to a check-in agent. Each bag must have a airline created sticker that shows the destination. The sticker can be printed out by the checking agent or at the kiosk.
Can I request a specific seat during check-in?
You can try to request a specific seat during check-in but this is not common practice as it once was. On every plane I’ve flown in the last few years the check-in agent says the flight is full even if it isn’t. I’ve encountered this in different countries. I don’t know why this is happening but it now seems to be the norm.
Is it possible to upgrade my seat during the check-in process?
Airlines are always looking at the bottom line so you may be able to up grade your seat at check-in but it’s probably going to cost you more money or airline points.
Can I check-in for connecting flights at the same time?
Checking in for all flights is usually accomplished during your initial check-in, and you can usually get your boarding pass. When you arrive at your connecting flight location view the leaderboard to find the correct gate information for your connecting flight.
Connecting from a domestic flight to an international flight may have different requirements such as gathering your luggage at the connecting airport and rechecking it onto the international flight. When you check-in for your primary flight, the check-in agent will reveal all the details.
What happens if I miss my flight’s check-in deadline?
Passengers who missed their flight check-in deadline will not be allowed on the airplane. In fact, once you miss the check-in deadline the airline can legally sell your seat to a different passenger for which you will not be reimbursed.
Do I have to go through security screening after checking in?
Everyone has to go through security screening before entering the secure areas of the airport. The check-in lobby is located before the security screening area.
Can I change or modify my flight details during the check-in process?
You may be able to change or modify your flight details during the check-in process. There are no federal guidelines so each airline makes their own policy. It can’t hurt to ask.
Are there any additional fees associated with the check-in process?
Additional fees during the check-in process may be required for seat upgrades, luggage fees or oversized luggage fees.
Is there a separate checking process for international flights?
International and domestic check-in processes are similar except a passport is required for international flight.
How can I track my checked luggage after the check-in process?
Electronic luggage trackers are becoming more and more popular after the disastrous summer of 2021 when tons of suitcases were piled on top of one another in airports throughout the world. The two most popular are the Apple Air Tags
and the Samsung Smart Tag.
What should I do if my luggage is lost?
Sometimes your luggage does not arrive with your plane. When the baggage does arrive, it will be placed with security people at the arrival airport. They will contact you when your luggage arrives.
I’ve only had this happen once and someone from the airline brought my suitcase to my house in the back of their truck later that day. I also heard another passenger telling a story of how his luggage was returned to him in a little village in Peru, down a dirt road, through a jungle, etc.
The airline will make sure you receive all of your baggage.
What can I do if my luggage is damaged during the check-in process?
For damaged luggage contact the airline and ask if they have a claim policy for damaged luggage. Years ago I used Delta’s compensation system to get some cash from Delta when they damaged my brand new suitcase.
Are there any restrictions on the size and weight of checked baggage?
Size and weight restrictions apply to all luggage. Every airline determines their own size and weight restrictions of checked baggage and carry on luggage. I’ve flown on some Mexican airlines that allow cardboard boxes and even baskets just wrapped up with tape whereas some airlines would not allow items wrapped simply in tape or tied with string.
Golf clubs and even surfboards and bicycles are allowed to be checked in on some airplanes. As you can see the guidelines vary so you must check with your airline unless you want to surprise fee or have your items rejected.
Can I request wheelchair assistance during the check-in process?
Wheelchair assistance can be requested during the check-in process; however, it is best to call the airline ahead of time so they can prepare.
Please use this process only when necessary. Some passengers are abusing the service in hopes of cutting lines. A stewardess on a recent flight told me that five people entered the airplane in wheelchairs and only two exited in wheelchairs with the other three walking of their own accord.
Do you wonder why we’re constantly getting new rules and laws? This is a good example of the reason.
Check-in can go quickly or very slowly so please do not do anything that is going to create a new rule for flying. We have plenty already! Don’ t you agree?
