Check-in & Entry Validation

Manage event entry and validate attendee tickets.

Overview

The Entry Validation system allows you to:

• Check in attendees via QR code
• Manual ticket lookup
• Track attendance in real-time
• Prevent duplicate entries

Accessing Entry Validation

1. Go to Dashboard → Events
2. Select your event
3. Click Manage → Entry Validation

Validators see their assigned events on their dashboard after signing in.

Check-in Methods

QR Code Scanning

The primary check-in method:

1. Open Entry Validation page
2. Click Start Scanning
3. Point camera at attendee's ticket QR code
4. Ticket validated automatically
5. See result modal:
   • Green - Valid ticket, check-in successful
   • Yellow - Duplicate entry (already checked in)
   • Red - Invalid ticket

Manual Entry

When QR isn't available, use the Manual Entry tab. Two sub-tabs are available:

By Email:

1. Select the By Email tab
2. Enter the attendee's email address
3. Click Search Attendee
4. Matching attendees are displayed with their name, email, ticket type, and ticket code
5. Click Check In on the attendee (or see "Already Checked In" status)

By Ticket ID:

1. Select the By Ticket ID tab
2. Enter the ticket code (e.g., DEL-175871262427)
3. Click Check In (directly checks in without search)

Check-in Interface

Scan Result

After scanning, a result modal shows:

• Ticket type - The ticket name
• Attendee name - Who the ticket belongs to
• Ticket code - The unique ticket identifier

Click Scan Next (on success) or Try Again (on error) to continue scanning.

Check-in Status

Status	Color	Meaning
Valid Ticket	Green	Check-in successful
Duplicate Entry	Yellow	Already checked in
Invalid Ticket	Red	Ticket not valid or not found

Duplicate Prevention

If already checked in:

• Yellow warning displayed
• Error message shown
• Staff can verify before allowing entry

Real-Time Statistics

Today's Summary

The sidebar shows live stats:

• Entries Today - Successful check-ins
• Duplicates Blocked - Repeat scan attempts
• Invalid Tickets - Failed validation attempts
• Success Rate - Percentage of successful scans

Multi-Day Events

For multi-day events:

• Date buttons appear above the tabs (e.g., "Mon, Jan 15")
• Select the day you're checking in for
• Statistics and entry logs are tracked per day
• Summary header shows the selected date (e.g., "Jan 15 Summary")

Entry Logs

Below the scanner, view a table of all checked-in attendees showing:

Column	Description
Attendee	Name and email
Ticket ID	Unique ticket code
Ticket Type	The ticket name
Checked In At	Timestamp of check-in

Use the search to find specific attendees by name, email, or ticket ID.

Each row has an actions menu (three dots) with:

• Copy Ticket ID - Copy the ticket code to clipboard
• Undo Check-in - Reverse the check-in

Validator Management

Adding Validators

1. Go to Dashboard → Settings → Validators
2. Enter email address in the form
3. Click Add Validator to add more email fields (optional)
4. Choose assignment:
   • All Events - Validator can check in at all your events
   • Specific Event - Select which event from the dropdown
5. Click Invite

Validators receive an email invitation with instructions.

Validator Permissions

Validators can:

• Access Entry Validation
• Search attendees
• Perform check-ins
• View check-in stats

Validators cannot:

• Edit event details
• View financial data
• Send messages
• Access other management

Multiple Validators

For large events:

• Add multiple validators
• Each uses their own device
• All check-ins sync in real-time

Undo Check-in

If checked in by mistake:

1. Find the attendee in the Entry Logs table
2. Click the actions menu (three dots) on their row
3. Select Undo Check-in
4. Attendee is marked as not checked in
5. Statistics are updated automatically

Use Carefully

Only undo for genuine mistakes.

Group Check-in

For group tickets:

Individual Check-in

Each group member checks in separately:

• Each has unique QR code
• Track individual attendance
• See group membership

Group Overview

View group status:

• Total group members
• Checked in count
• Remaining members

Best Practices

Before Event

Test Everything

• Test QR scanning
• Try manual lookup
• Verify validator access
• Check internet connectivity

Prepare Backup

• Download attendee list
• Have manual process ready
• Charge all devices

Brief Staff

• Train validators
• Explain procedures
• Define escalation path

During Event

Station Setup

• Good lighting for QR scanning
• Stable internet connection
• Multiple devices if needed
• Signage for attendees

Process Flow

• Clear queue management
• Express lane for pre-verified
• Problem resolution area

Communication

• Have main contact available
• Way to communicate with team
• Handle edge cases

Common Scenarios

Walk-ins

People without tickets:

• Direct to registration
• On-site purchase if available
• Note capacity limits

Attendee Not Found

• Double-check email spelling
• Try searching by ticket ID instead
• Check registration list
• Contact organiser

QR Won't Scan

• Try manual entry by ticket ID
• Search by email
• Check QR is from a valid ticket

Group Members

• Each member checks in individually
• Verify they're in the right group
• Check group is confirmed

Troubleshooting

Scanner Not Working

• Check camera permissions
• Ensure good lighting
• Clean camera lens
• Try different device

Slow System

• Check internet connection
• Reduce simultaneous users
• Refresh the page
• Use mobile data backup

Missing Attendee

• Double-check spelling
• Search by email
• Check registration status
• Verify event is correct

Already Checked In

• Ask when they arrived
• Verify identity
• Could be a shared ticket
• Contact organiser if suspicious

Check-In Analytics

View check-in analytics in the Analytics tab of event management:

• Total Check-Ins - Number of attendees checked in
• No Shows - Attendees who didn't check in
• Check-In Rate - Percentage of attendees who checked in
• Check-Ins by Ticket Type - Breakdown by ticket

Export Check-in Data

Click Export to receive a check-in summary via email.

Equipment Recommendations

Devices

Smartphones/Tablets

• Good camera for QR
• Latest browser
• Stable internet

Dedicated Scanners

• For high-volume events
• Faster scanning
• More reliable

Internet

• Primary WiFi connection
• Mobile data backup
• Consider dedicated event WiFi

Stations

• Table or podium
• Device holder
• Power access
• Good lighting

Next Steps

• Team Management - Add validators
• Analytics - Review attendance
• Messaging Attendees - Post-event follow-up