Scan tickets at the door
Doors are the one part of an event with no second chance. A queue that stops moving is a queue people remember, and most of what causes one is decided days earlier: who has the app, what a ticket is allowed to do, and what the door is told to do when a barcode is refused.
Get your door team on the scanning app with the right login, set the re-entry rules before the day, and watch arrivals and individual tickets while the doors are open.
- For
- Getting a crowd through the door on event night
- Takes
- 8 minutes
Before you start
- You're an owner or an admin on the event, or on the brand that runs it, so you can invite the door team.
- Every person scanning has a phone that can install an app and a login of their own. One shared login tells you nothing about who admitted whom.
- You know what your tickets are allowed to do at the door: one entry, re-entry through the night, or a pass that works on more than one day.
-
Give each scanner their own login
Invite every person who will scan to the event or the brand as Door Staff, which reaches the scanning app and nothing else in your dashboard. Their invitation carries the app store links, so the invitation is also the instruction.
Note: One login each is what puts a name against every admission, which is the only way to answer who admitted an attendee later.
Brand, Team, Add team member. -
Put the app on the phones
Open Check-In and select Download App for the links to Entry Fairy on both app stores. A Door Staff login opens straight onto this card, so they can install it themselves.
Note: Install it days before, not at the gate. An app store download over venue wifi with a queue outside is the worst moment to find out.
Event, Check-In. -
Say what a ticket may do at the door
On each ticket type, allow more than one scan and set how often when people leave and come back. A ticket that may be scanned once is admitted once, and the second scan is refused however good the reason.
Note: Door and last entry times live on the same ticket type, and a scan outside them is refused as not valid yet or no longer valid.
-
Watch the doors while they are open
Open the check-in report to see arrivals by hour against what sold. The chart is admissions rather than attempts, so a flat hour is a quiet door and never a refused queue.
Event, Check-In. -
Find one person at the gate
Open Individual Tickets and search the name or the email address to see that ticket's state, and, once it is in, Checked In At and Checked In By. This is the answer to an attendee at the front of the queue who is told they are already inside.
Event, Check-In, Individual Tickets.
Or have it done for you
Fai, the assistant inside your dashboard, reads how the doors are going and can find one person's ticket while you are standing at the entrance. Admitting people is the app's job.
In your dashboard, with Fai
For <EVENT NAME>, how many have checked in so far, and has <ATTENDEE NAME> arrived
Undo a scan
Select Unscan ticket on a row that went in by mistake, and confirm. The ticket goes back to valid with its time and its scanner cleared, so it can be admitted properly.
Fai reads the ticket so you can see whether it went in and when. Undoing the scan is yours to do on the page.
In your dashboard, with Fai
For <EVENT NAME>, has <ATTENDEE NAME> checked in, and at what time
Admit an attendee when the app cannot
Open the ticket inside the order and set its status to checked in by hand. This is for the phone that died rather than for a normal night, because a ticket admitted this way carries no scanner's name.
Fai finds the order and the ticket. Changing its status is yours to do on the page.
In your dashboard, with Fai
Find the order for <BUYER EMAIL ADDRESS> on <EVENT NAME> and show me its tickets and their states
Questions you might have
- What does the door see if the same ticket is scanned twice?
- On a ticket admitted once, Already Checked In, with the time it went in and the name of whoever admitted it, and nothing is recorded. On a ticket you have allowed back in, the attendee is admitted again and the list then shows that later time and scanner.
- What happens at the door to a refunded ticket?
- The app says the ticket is refunded and not valid, and no attendee is admitted on it. The same holds for a cancelled ticket and for one that has been replaced.
- The venue has no signal. Does scanning still work?
- Yes. The app takes a copy of the event's tickets when it opens the event, so the door keeps admitting people without a connection. Open each phone on the event while you still have signal, before the doors.
- Can I see how many came through each gate?
- Not in your dashboard. The reports break arrivals down by hour, by day, by ticket type and by the person scanning, and each phone shows its own running count as people come in. Ask us if you need the gates reported separately.
- Can a Door Staff login see my sales?
- No. That role opens the scanning app and nothing in the dashboard, which is what makes it safe to hand to casual staff for one night.
Related 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.