Prepare your door team for event day

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

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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

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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 carries 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

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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 a second scan is refused as already checked in.

Note: Each rule belongs to one 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

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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: A ticket scanned outside its times is refused, so a guest list that closes at midnight turns late arrivals away at the door.

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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

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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: A phone that shows neither result is not signed in or has no connection, so fix it before the doors open.

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.

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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.

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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 went in and who scanned it.