The fastest way to check in guests is to scan a QR code on each person's ticket with a phone, using a check-in app that downloads your guest list ahead of time so it keeps working when the signal drops. Add a way to look people up by name, one scanner for roughly every couple of hundred people arriving at once, and a printed list as a backup, and your door will move quickly.
Below: how to set up check-in before the day, how to run the door, how to handle walk-ups, comps and forgotten tickets, and a free check-in sheet you can print.
What good check-in looks like
From the guest's side, good check-in is boring in the best way: phone out, beep, "enjoy the show". From your side, it means:
- Every ticket is scanned once. A second scan of the same ticket gets flagged.
- Wrong tickets get caught. A ticket for last week's show, or another event, doesn't get in.
- Anyone can be found by name. For dead phones and forgotten emails.
- You always know the count. How many are in, how many are still to come.
- It works when the internet doesn't. Fields, basements, old buildings and packed venues are all bad for signal.
Before the day
1. Choose your check-in method
- QR codes scanned with a phone (best for almost every event). Each ticket has its own code, the app checks it against your list, and you see the result instantly.
- Name on a list (fine for very small events). Slower, and you can't tell a real guest from someone who knows a name on your list.
- Wristbands or stamps (on top of scanning). Useful for multi-day festivals and re-entry, so people don't need scanning every time.
2. Pick a check-in app that fits
Look for:
- Offline mode. The app should download your guest list before doors open and keep checking tickets with no signal, then sync later.
- Clear results. Big, obvious "checked in", "already checked in", "wrong event" and "invalid" messages that volunteers understand without training.
- Search by name or email. For people without their ticket.
- Staff access without your password. Volunteers should get a login that only does check-in, without seeing your sales or settings.
- Undo. Someone will tap the wrong person.
- No special hardware. Phones and tablets you already have.
3. Tell guests what to bring
In your confirmation email or a message the day before: "Bring your ticket on your phone (or printed). Turn your brightness up at the door." Add parking, the entrance location and the time doors open.
4. Plan your lanes
Most people arrive in the 30 minutes around the start time, not evenly across the evening. A QR scan takes a few seconds, but the whole hello, phone out, scan, wristband routine is more like 10 to 20 seconds per person. As a rough guide:
| Expected arrivals in the busiest half hour | Scanning lanes |
|---|---|
| Up to 100 | 1 |
| 100 to 250 | 2 |
| 250 to 500 | 3 or 4 |
| More than 500 | 1 lane for every 150 or so, plus a help desk |
Add a separate help desk for anything that isn't a simple scan: forgotten tickets, name changes, comps, questions. It keeps the scanning lines moving.
5. Do a test run at the venue
A day before, or at least an hour before doors: open the scanner on every phone you'll use, scan a test ticket, and check the signal at the actual door, not the green room. Charge every device, and bring a power bank.
6. Print a backup list
Export your orders and print them, sorted by last name. If every phone dies, you can still check people off by hand.
On the day: running the door
- Open doors on time. Late doors make a long line, and a long line makes the first impression.
- One job per person. One person scans, one hands out wristbands, one runs the help desk.
- Scan, read, smile. The scanner does the checking. The volunteer reads the result and welcomes the person.
- "Already checked in"? Don't argue at the door. Send them to the help desk, look up the order, and check who the ticket belongs to. Most of the time it's a screenshot that was shared, or a friend already used it.
- Watch your count. Glance at the number checked in every 15 minutes, especially with a tight capacity.
- Close the loop at the end. Note tickets sold versus people checked in. That no-show rate helps you plan the next event.
Walk-ups, comps and guest lists
Walk-ups (people buying at the door): put a sign at the entrance with a QR code that opens your ticket page. Walk-ups buy on their own phone in a minute, get their ticket by email, and you scan them in like everyone else. No cash box, no change, and they're on your guest list for next time. Make sure online sales stay open until doors close.
Comps and guest lists: issue comp tickets in your ticketing system rather than keeping a separate paper list. Each guest gets a real ticket with its own QR code, they show up on your door list, and they're counted in your capacity.
Forgotten tickets: look the person up by name or email and check them in from the list. Ask for a name and a quick confirmation, like the email they used, not an ID check, unless your event requires it.
Transfers: if a guest gave their ticket to a friend, the friend should have the new ticket. A good system cancels the old code the moment a ticket is transferred, so only one person gets in.
Free printable check-in sheet
For a backup, or for a small event without scanning, copy this into a document or spreadsheet and print it:
[Event name] · Check-in sheet · [Date]
Last name | First name | Ticket type | Qty | Order # | Checked in
[Last name] | [First name] | [General / VIP / Comp] | [1] | [Order #] | ☐
Total sold: [ ] · Total checked in: [ ] · Comps: [ ]
Sort by last name, leave a column for notes, and print a couple of copies so two volunteers can work from it.
Troubleshooting at the door
The scanner won't read a code. Ask the guest to turn up their screen brightness and hold the phone still about a hand's width from the camera. If it still won't scan, search by name.
The signal dropped. With an offline-ready app, keep scanning. Check-ins are saved on the device and sync when the connection comes back.
The same ticket was scanned on two phones while both were offline. Both phones may let it through, because neither knows about the other yet. When the phones sync, a good app flags the duplicate so you can follow up. It's rare at a single door; with several entrances, let phones reconnect whenever they can so they stay in sync.
Someone's phone is dead. Search their name or email.
How to do this in Eventasaurus
- Open the scanner. Go to Check-In and tap Open Scanner on any phone or tablet. Allow the camera, pick the event, and point it at each QR code. You'll see checked in, already checked in, wrong event, or invalid.
- Works offline. The scanner downloads your guest list ahead of time and refreshes it every 3 minutes while online. If the signal drops, scans are checked against that list and saved, then sync automatically. Refunded or transferred tickets are rejected even offline.
- No ticket? No problem. Use Manual Search in the scanner, or the Door List, which lists everyone booked for a date with a Check in button, searchable by name, email or order number.
- Undo a mistaken check-in from the Check-In page or the door list.
- Volunteers in one minute. Under Manage Staff, invite them by email. They sign in from the email without a password, and can only use check-in and the Merch Booth. They can't see orders, buyer details or settings.
- Comps go out from Orders with Comp tickets, each with its own QR code, and appear on the door list.
- Walk-ups buy from your event page on their phone. By default, online sales stay open even after the event starts.
- Backup list: Export CSV on the Orders page.
Your buyers pay the ticket price, with nothing added. You pay 1% per order ($1 minimum), plus Stripe's card processing. Check-in, staff and the door list are included.
FAQ
What is the best app to check in guests at an event?
The one built into your ticketing platform, so the scanner and the guest list are the same system. Look for offline mode, search by name, staff logins without your password, and undo. Eventasaurus includes all of these at no extra cost.
Can I check in guests without internet?
Yes, with an app that downloads the guest list ahead of time. Eventasaurus checks tickets against the saved list when the signal drops and syncs the check-ins when you're back online.
How many people do I need at the door?
As a rough guide, one scanning lane for up to about 100 people arriving in the busiest half hour, two for up to 250, and a separate help desk once you're past a couple of hundred guests.
How do I check in guests with a QR code?
Each guest gets a ticket with a unique QR code by email. At the door, open your platform's scanner on a phone, scan the code, and the app tells you instantly whether it's valid, already used or for a different event.
Do I need special equipment for event check-in?
No. Any recent phone or tablet with a camera works. Bring a power bank and print a backup list.