Eventsona QR Check-In: How to Manage Entry

Goal: fast, accurate doors

The check-in interface validates tickets and records who entered. Used well, it shortens queues and gives you a live attendance count. Used poorly, it becomes the bottleneck.

Step 1: Open check-in for the right event

From the event dashboard, open Check-In. Confirm the event name and date before the first scan—wrong-event check-in is a painful mistake. Use a charged phone or tablet with a working camera.

Step 2: Scan QR tickets

1. Open the scanner view
2. Ask the attendee for a bright, unobstructed QR
3. Scan; wait for success confirmation
4. Wave them through; do not double-scan “to be sure”

Step 3: Use manual search when needed

If a phone is dead or the QR will not read:

• Search by name or email
• Confirm the correct ticket / order
• Mark checked in
• Add a short note if something unusual happened

Step 4: Watch live counts

Monitor sold vs checked-in, remaining, and breakdowns by ticket type when shown. Spot VIP lanes that are empty or GA queues that need a second device.

Step 5: Handle edge cases calmly

• Already checked in: Do not force a second entry without a supervisor rule
• Refunded / invalid: Refuse politely; offer the organiser contact path
• Wrong person on the ticket: Follow your published transfer policy
• Group orders: Check each ticket intentionally rather than rushing

Step 6: Prepare devices and staff

• Test one real or test ticket the day before
• Login staff on their own accounts with check-in permissions
• Keep a paper export backup for total outage scenarios
• Assign one lead who can decide refunded-ticket disputes

Step 7: Export after peak entry

Export check-in data for security, catering final counts, or post-event analysis. Compare scanned vs sold in analytics to measure no-shows.

Frequently asked questions

Do attendees need printed tickets?

No—mobile QR is enough if the screen is readable. Printing is a useful backup for low-battery guests.

Who should have check-in access?

Staff accounts with limited permissions—not shared Owner logins. See team management.

What if the venue has poor signal?

Test on-site beforehand. Have a downloaded attendee export and a clear manual process if scanning is interrupted.

Practise before doors

Become an organiser, invite door staff, and rehearse one scan. Read QR check-in for first-time organisers and the shorter check-in process guide. Browse Events, Venues, and Pricing.