QR Check-in at the Event

Check In Attendees by Scanning QR Codes

Scan attendee tickets at the gate to admit people quickly, keep an accurate arrival record, and stay running even when the venue has no usable network.

Before you start

• You need Event Operator or Organizer access to the event you are working, and the event must be selected on your device before you reach the scanner.
• Pick the specific activity or gate you are staffing. Check-in is recorded against one activity at a time, so scanning at the wrong one can reject valid tickets.
• Allow camera access when prompted. Without it the camera cannot open and you will be limited to looking tickets up by phone number.
• Open the event once while you still have a signal. The app downloads the ticket and activity details it needs so scanning keeps working after the connection drops.
• Bring a charged device and, if you expect long queues, a second device. Each device keeps its own record until it syncs.

Step by step

1. Open the scanner for your gate. Choose the activity you are checking in for. The scanner shows the activity name, its location, and its time window so you can confirm you are at the right post before the queue starts moving.

2. Scan each attendee’s ticket. Hold the code inside the frame. A sound and an on-screen result tell you whether to let the person through. A valid scan shows the ticket holder’s details and how many entries that ticket covers, so a group arriving on one ticket can be admitted together. If the activity uses multiple checkpoints, you will also see which steps that attendee has already completed and which one you are marking now.

3. Look up a ticket by phone number when a code will not scan. Search with the attendee’s phone number to find their booking, see the ticket type, and check how many of its entries are already used. From there you can admit the person without a code, which covers damaged screens, forwarded tickets, and attendees who never received theirs. Phone numbers are partly hidden on screen so you can read out a match without exposing full details.

4. Watch your scan record during and after the shift. The scan list shows every scan from your device with running totals for scans taken, scans already sent, and scans still pending. Filter by pending to see exactly what has not reached the system yet, or search by ticket, gate, or staff member to settle a question about a specific attendee. When you have a signal, send the pending scans and confirm the pending count reaches zero before you hand the device back.

Troubleshooting

No signal at the gate. Keep scanning. Tickets are checked against the details already on the device, and every scan is stored locally with its time and location. Nothing is lost while you are offline. Your scans move to the system on their own once a connection returns, and you can also send them yourself from the scan list. Do not clear app data or reinstall while scans are still pending.

The same code is scanned twice. A ticket that has already been used at this activity is flagged rather than admitted again, and a ticket that has used up all its entries is flagged as fully used. Check the entries-used count before waving someone through: multi-entry tickets are meant to be scanned more than once, single-entry tickets are not. If two devices are offline at the same gate, a duplicate may only surface after both sync, so compare pending counts when a dispute comes up.

A valid-looking ticket is refused. The usual causes are the wrong gate for that ticket, arriving before the activity opens, or arriving after it closes. The result message names which of these applies. If the ticket is genuinely for your gate and inside its time window, look the attendee up by phone number, confirm the booking and unused entries, and admit them that way. If nothing scans at all, close and reopen the scanner so the camera and stored ticket details reload.

Related help

• Buying a ticket