--- title: "Prepare your door team for event day | Ticket Fairy Guides" description: "Give everyone on your event door their own scanning login, send the guest list its tickets, set what each ticket may do at the door, test a ticket on every phone, then follow arrivals and find a guest by name once the doors open." canonical: "https://www.ticketfairy.com/guides/prepare-your-door-team" --- 1. [Ticket Fairy](https://www.ticketfairy.com/) 2. [Guides](https://www.ticketfairy.com/guides) 3. Prepare your door team for event day Start to finish # Prepare your door team for event day Promoters, venue managers and production teams hand the door to a team who scan tickets from the moment the doors open. If you settle the logins, the guest list and the entry rules the day before, you get guests in faster and can see who is inside from your own phone. Takes: 15 minutes - [Invite everyone who scans as Door Staff](#step-1) - [Put the scanning app on every phone](#step-2) - [Send the guest list their tickets](#step-3) - [Let a ticket back in when its holder leaves](#step-4) - [Give a ticket type its own door times](#step-5) - [Match each ticket type to its wristband](#step-6) - [Scan a test ticket on every phone](#step-7) - [Undo the test scan](#step-8) - [Follow arrivals once the doors open](#step-9) - [Find one guest at the gate](#step-10) ## Before you start - You're an owner or admin on the event, or on the brand that runs it, so you can invite the door team, send guest tickets and change ticket types. - You have the email address of everyone who scans on the day, and each of them has a phone that can install an app. - You have a name and an email address for each guest on the list, and a ticket type for them to come in on. - Every entrance your door team uses has an internet connection, which the scanning app needs. 1. ## Invite everyone who scans as Door Staff Open **Team** on your brand, select **Add Team Member**, then enter the address of everyone who scans, choose **Door Staff** and select **Send Invitation**. That login opens the Entry Fairy scanning app and nothing else in your dashboard. **Note:** Invite someone who works this one event from the Team page of that event instead, so their access covers only that event. [Invite your team to your events and choose what each person can do](https://www.ticketfairy.com/guides/invite-your-team) ![The Add Team Member dialog with the Door Staff permission level for the scanning app](https://www.ticketfairy.com/embeds/posters/marketing-brand-team--add-team-member.png) *Brand, Team, Add Team Member.* 2. ## Put the scanning app on every phone Open **Check-In** and select **Download App** for the **Entry Fairy** links on both app stores. Each person signs in to the app with their own login once they accept the invitation. **Tip:** Install the app the day before, while each phone has a good connection. [Scan tickets at the door](https://www.ticketfairy.com/guides/scan-tickets-at-the-door) ![The Check-In page with the Entry Fairy scanning app download for the door team](https://www.ticketfairy.com/embeds/posters/marketing-check-in--download-the-app.png) *Event, Check-In, Download App.* 3. ## Send the guest list their tickets Open **Guest Tickets**, select **Send Guest Tickets**, then choose the ticket type and enter each guest's name and email address. Each guest ticket has its own barcode and the guest's name, so your door team scans it like any other ticket. **Tip:** Use a Guest list ticket type with its own allocation, so the comps stay apart from your paid tickets at the door and in your reports. [Send free tickets to your guest list](https://www.ticketfairy.com/guides/issue-guest-tickets) ![The Send Guest Tickets form with the Guest list ticket type and the ticket holder's name](https://www.ticketfairy.com/embeds/posters/marketing-guest-tickets--send-guest-tickets.png) *Event, Guest Tickets, Send Guest Tickets.* 4. ## Let a ticket back in when its holder leaves Optional: Open the ticket type on **Tickets** and, under **Ticket Rules**, turn on **Tickets can be scanned multiple times per event**. With the switch off, the ticket admits its holder once, and the app refuses a second scan as already checked in. **Note:** You set the rule on each ticket type, so a weekend pass can let its holder back in while a day ticket admits once. [Set ticket entry and repeat-scan rules](https://www.ticketfairy.com/guides/set-ticket-entry-and-repeat-scan-rules) ![Ticket Rules with repeat scanning turned on and a daily and hourly limit](https://www.ticketfairy.com/embeds/posters/marketing-tickets--scan-rules.png) *Event, Tickets, ticket type, Ticket Rules.* 5. ## Give a ticket type its own door times Optional: On a ticket type that enters at a different time from the event, such as VIP or the guest list, turn on **This ticket type has different door times** and enter the **Doors Open Time** and **Last Entry Time**. The scanning app admits that ticket only between those two times. **Note:** The app refuses a ticket scanned outside its times, so if the guest list closes at midnight, your door team turns late arrivals away. ![Ticket type options with different door times turned on and a doors open and last entry time](https://www.ticketfairy.com/embeds/posters/marketing-ticket-page-form--door-times.png) *Event, Tickets, Edit Ticket Type, ticket type options.* 6. ## Match each ticket type to its wristband Optional: Open **Credentials**, select **Create Credential** for each wristband or badge, and choose the ticket types that get it. The scanning app then shows your door team which band to give each guest as their ticket scans. [Assign wristbands to each ticket type](https://www.ticketfairy.com/guides/issue-wristbands-by-ticket-type) ![The Create Credential dialog matching a day wristband to three day tickets](https://www.ticketfairy.com/embeds/posters/marketing-credentials--create-credential.png) *Event, Credentials, Create Credential.* 7. ## Scan a test ticket on every phone Send yourself one guest ticket on a ticket type that admits once, then scan it on each phone before the doors open. The first phone admits it, and every other phone shows it as already checked in with the time and the name of whoever scanned it. **Note:** If a phone shows neither result, it isn't signed in or has no connection, so fix it before the doors open. 8. ## Undo the test scan Open **Individual Tickets** on **Check-In**, find your test ticket and select **Unscan ticket**. Your check-in count then starts from the first real guest. **Tip:** Select **Cancel** on the test order under **Guest** in **Orders** as well, so the test ticket stops working at the door. ![The Individual Tickets table with each ticket's status, check-in time and who scanned it](https://www.ticketfairy.com/embeds/posters/marketing-check-in--individual-tickets.png) *Event, Check-In, Individual Tickets.* 9. ## Follow arrivals once the doors open Open **Check-In** and select **Hourly** while your door team scans. The report shows how many came in each hour against the tickets sold, so you can see when the queue builds and when the rush has passed. ![Hourly check-in report with arrivals by hour on event day](https://www.ticketfairy.com/embeds/posters/marketing-check-in--hourly-report.png) *Event, Check-In, Hourly.* 10. ## Find one guest at the gate Search **Individual Tickets** by name or email address when a guest at the front of the queue is told they are already inside. **Checked In At** and **Checked In By** on their row show when the ticket was scanned and who scanned it. ## Or have it done for you Fai, your AI teammate, can check sales, update your event or change a ticket when you ask. Fai can invite your door team as Door Staff, send the guest list their tickets, set a ticket's repeat-scan rules, report arrivals and find one guest's ticket. She shows you each invitation, ticket and change and asks you to approve it before anything is sent or saved. You set up wristbands and door times, and undo a test scan, in the dashboard. ### In your dashboard, with Fai ``` Get the door ready for : invite to the event as Door Staff, send guest list tickets to the names I paste below, and let holders leave and come back in, showing me each change before you make it ``` ## From your terminal Install the CLI from [our CLI page](https://www.ticketfairy.com/cli), sign in with `ticketfairy auth login`, and choose the brand you are working on with `ticketfairy brand use `. `ticketfairy brand list` and `ticketfairy event list` show the IDs the other commands use. Use the CLI to read arrivals while the doors are open. Invite the door team, send the guest list, set the entry rules and wristbands, and test a ticket in the dashboard or with Fai. ### Read how many have checked in against the tickets sold. ``` ticketfairy checkin status ``` ### Read arrivals for each ticket type, such as the guest list against general admission. ``` ticketfairy checkin status --breakdown ticket-types --output json ``` ## Add a name to the guest list on the night Send the late guest a ticket from **Guest Tickets** the same way as the rest of the list. The ticket arrives with its own barcode, and the door team scans it from the guest's phone. Fai can send one more guest ticket while you stand at the door. She shows you the name, the ticket type and the count and asks you to approve before she sends it, because you can't unsend a ticket. ### In your dashboard, with Fai ``` Send a Guest list ticket for to at , show me the ticket type and the count before you send it ``` ## Check whether one guest has arrived Ask Fai from your phone rather than searching the table, and she tells you whether the guest's ticket has been scanned, and when. Fai can tell you the check-in totals and look up one guest's ticket. You undo a scan in the dashboard. ### In your dashboard, with Fai ``` For , how many have checked in so far, and has arrived ``` ### From your terminal The CLI reads the check-in totals. Find one guest in the dashboard or with Fai. #### Read how many have checked in against the tickets sold. ``` ticketfairy checkin status ``` ## Questions you might have **Should my door team be on the brand team or the event team?** Put your regular door staff on the brand team, and their login works for every event the brand runs. Put someone who works one event on that event's team, and their access covers only that event. **Can someone with the Door Staff role see my sales or my guest list?** No. A Door Staff login opens the scanning app and nothing in your dashboard, so it's safe to hand to casual staff for one event. **Can two phones scan the same ticket?** On a ticket that admits once, the first scan lets the guest in, and a later scan of the same ticket on any phone is refused as already checked in, with the time and who scanned it. **How do my artists and crew get in?** Send each of them a guest ticket on a Crew or Artist ticket type that you keep hidden from your public event page, and turn on repeat scanning for it so they can come and go through load-in and the show. **What does my door team see when a refunded ticket is scanned?** The app shows **Refunded - Not Valid** and doesn't let anyone in on it. A canceled ticket, including your canceled test ticket, shows the reason it was canceled and admits nobody either. ## Still have a question? Book a demo and we will answer it on a call, on your kind of event. Or create your account and see it for yourself. [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [Create a free account](https://manage.ticketfairy.com/welcome) No setup fees. No monthly fee. No credit card required. ## Related guides - [More ways to use Ticket Fairy](https://www.ticketfairy.com/features/check-in-and-box-office/door-scanning-and-entry) - [Scan tickets at the door](https://www.ticketfairy.com/guides/scan-tickets-at-the-door) - [Check in attendees and print name badges at your event registration desk](https://www.ticketfairy.com/guides/check-in-attendees-and-print-badges-at-registration) - [Invite your team to your events and choose what each person can do](https://www.ticketfairy.com/guides/invite-your-team) - [Send free tickets to your guest list](https://www.ticketfairy.com/guides/issue-guest-tickets) - [Set ticket entry and repeat-scan rules](https://www.ticketfairy.com/guides/set-ticket-entry-and-repeat-scan-rules) - [Assign wristbands to each ticket type](https://www.ticketfairy.com/guides/issue-wristbands-by-ticket-type) - [How do you run a guest list for your event without a spreadsheet?](https://www.ticketfairy.com/guides/run-a-guest-list-without-a-spreadsheet) - [Open your ticket on-sale](https://www.ticketfairy.com/guides/open-your-ticket-on-sale) - [Every Ticket Fairy guide](https://www.ticketfairy.com/guides) ## Do this on your own event Create your account, build your event and follow the steps in your own dashboard. You do not need to book a sales call. [Create a free account](https://manage.ticketfairy.com/welcome) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) ## Sell tickets with Ticket Fairy Start free with unlimited events and no monthly fee, and choose a paid plan when you need more. - Set up your event in minutes - Free events are free - Fai, your AI teammate, is built in [Create a free account](https://manage.ticketfairy.com/welcome) No setup fees. No monthly fee. No credit card required. ## See it on a call Book a demo and we will show you how Ticket Fairy handles your kind of event. [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [More ways to use Ticket Fairy](https://www.ticketfairy.com/features/check-in-and-box-office/door-scanning-and-entry) ### Tips for selling more tickets Practical advice from working event organizers, and every new guide as it is published. We respect your privacy. Unsubscribe anytime. --- This page is on Ticket Fairy, a ticketing, marketing and operations platform for live events and the venues that host them: festivals, club nights, concerts, conferences and tours, and night clubs, beach clubs and concert venues. It grows revenue with fan rewards that turn an audience into a sales channel, and runs the money side with payments and payouts, Vault business banking, and working capital advanced against ticket sales. [How Ticket Fairy ticketing works](https://www.ticketfairy.com/event-ticketing) ยท [Ticket Fairy for AI assistants](https://www.ticketfairy.com/llms.txt)