Instructions

Scanning Guest Tickets at Check-In

A quick, no-jargon guide to scanning guest QR codes so your door team moves people through fast. Useful for anyone working the entrance: organizers, volunteers, or venue staff.

Prerequisites

Before you start, you’ll need an event with tickets or invitations already sent, so guests have a QR code to show you.

Opening the scanning guide

How to get there: Check-In > How to Scan

This guide opens on its own, without signing in. That matters on event day: you can share it with a volunteer who has never used Velora, and it still opens on their phone.

1. Open the scanning guide from your check-in screen, or from a link a teammate shares with you.
2. Scroll through the numbered steps in order.
3. Read the two coloured tip cards at the bottom before your first scan.

Note

On a phone you’ll see one step per card. On a tablet or laptop the steps sit side by side, so the whole guide fits on one screen. Handy for a briefing at the volunteer desk.

Working through the four steps

The guide walks you through scanning in four numbered steps, each with a short explanation.

1. Read step 1 to learn how to find and frame a guest’s QR code.
2. Read step 2 for how far to hold the phone from the code, and how to line it up straight.
3. Read step 3 to check your camera and scanning settings before the queue builds up.
4. Read step 4 to confirm a scan has actually gone through, so you don’t wave someone in twice.

Tip

Do a practice run the evening before with your own ticket. Five minutes of rehearsal at home beats a stalled queue at a 400-guest sangeet.

Next Best Action

Once your team knows the steps, most organizers:

• For large weddings or fests: Add more check-in volunteers
• For ticketed events: Review your ticket types

Using the two tip cards

Below the steps sit two highlighted cards. They cover the problems that actually slow down a door.

1. Open the lighting card for advice on scanning in harsh afternoon sun or a dim banquet hall.
2. Open the troubleshooting card for what to do when a code refuses to read.
3. Keep both handy on the phone you use at the entrance.

Caution

Screen glare is the single biggest cause of failed scans. Ask guests to raise their screen brightness before they reach you, and step your scanning table out of direct sunlight or spotlight glare.

What to Do Next

Your Situation	Recommended Next Step
Big guest list, one scanner	Add check-in volunteers
Guests arriving without a QR code	Look up a guest by name
Patchy venue network	Prepare for offline check-in
Want live arrival counts	Track check-in progress
Guests can’t find their ticket	Resend tickets and invitations

Related Articles

• Checking in guests - the full door workflow this guide supports.
• Manual check-in - for guests whose code won’t scan at all.
• Managing your guest list - keep names and phone numbers clean before event day.
• Sending invitations by SMS - how guests receive their QR code in the first place.
• Ticket setup - for paid events where each ticket carries its own code.
• Inviting team members - give volunteers scanning access.
• Live attendance tracking - watch arrivals as they happen.

Troubleshooting

“We couldn’t find that guide” - The help link you followed points to a topic that no longer exists, usually an old link from a WhatsApp forward. Open the guide again from your check-in screen instead.

The guide opens but looks blank - The page was still loading its layout. Pull down to refresh, or close and reopen the link.

Text is hard to read in bright sunlight - Switch your phone to light mode and raise the brightness. The guide adapts to whichever mode your phone uses.

Steps look cramped on a small screen - Turn your phone upright rather than sideways. The single-column layout is easier to read while you’re standing at a gate.

The guide won’t scroll - Swipe on the cards themselves rather than the header at the top of the screen.