Check-in & Entry Management

The check-in system lets you scan attendee tickets at the door, track real-time attendance, and manage entry across multiple gates. This guide covers everything you need to know to run a smooth check-in process on event day.

QR Code Scanning

The primary method for checking in attendees is scanning the QR code on their ticket:

1. Open the Check-in page from your event's Manage dashboard.
2. Click "Scan" to activate the camera scanner on your device.
3. Point the camera at the attendee's QR code (on their phone screen or printed ticket).
4. The system validates the ticket instantly and shows a green confirmation or a red rejection.

Search by Name, Email, or Reference

If scanning is not possible (e.g. attendee's screen is cracked, no printed ticket), you can look them up manually:

1. Click the search bar on the check-in page.
2. Enter the attendee's name, email address, or booking reference (e.g. BK-A1B2C3D4).
3. Select the correct attendee from the results.
4. Click "Check In" to mark them as arrived.

Duplicate Scan Prevention

The system automatically prevents duplicate check-ins:

• If a QR code has already been scanned, the system displays a warning showing the original check-in time.
• This prevents ticket sharing and ensures each ticket is used only once.
• The warning is displayed with a yellow/amber alert so door staff can immediately identify the issue.

Undo Check-in

Accidentally checked someone in? You can reverse it:

1. Find the attendee in the check-in log.
2. Click "Undo" next to their entry.
3. The check-in is reversed and the ticket can be scanned again.

Multi-Gate Management

For events with multiple entry points:

• Each gate can have its own device running the check-in page simultaneously.
• All check-ins sync in real-time — a ticket scanned at Gate A is immediately marked as used at Gate B.
• The check-in dashboard shows a breakdown of entries per gate.

Real-Time Capacity Counter

The check-in page displays live statistics:

• Checked in / Total — how many attendees have arrived vs. total confirmed bookings
• Check-in rate — percentage of attendees who have arrived
• Check-in timeline — graph showing arrival patterns over time

Offline Mode Tips

Venue internet can be unreliable. To prepare for offline scenarios:

• Load the check-in page while connected — the attendee list is cached locally.
• If connectivity drops, scan results queue locally and sync when the connection is restored.
• Consider having a backup printed attendee list for worst-case scenarios.

Staff Check-in Permissions

Not everyone on your team needs full event access to help with check-in:

• Assign team members the box_office sub-role to grant them check-in access without full event management permissions.
• The staff sub-role also has check-in scanning capability.
• Manage team roles in Event → Manage → Staff.