An event check-in checklist for your team

A smooth entrance starts before the first visitor arrives. The QR code is only one part of it: selecting the correct event, assigning permissions and agreeing how to handle exceptions matter just as much. Use this checklist to brief your entrance team, then adapt responsibilities to the size and location of your own event.

Before the event: permissions and equipment

Decide who checks tickets and who handles booking questions. Use individual accounts with the necessary scanning permissions. Check devices, chargers and connectivity at the actual venue. Do not assume offline operation: confirm which features your chosen scanner supports without a connection and test those conditions before relying on them during the event.

Have each helper sign in and select the correct event.
Test a valid example ticket and one that has already been used.

Before opening: assign clear roles

Walk through the visitor route yourself. Give people a chance to open their code before reaching a scanner. Assign one person to exceptions and explain when manual check-in is allowed. A successful result should correspond to a verified ticket; an unclear message means checking the situation rather than quickly tapping through it.

Check batteries, camera permissions and connectivity at every scan position.
Agree where visitors with booking questions can step out of the main queue.

During admission: handle exceptions deliberately

A duplicate scan may mean someone is already inside, but always check the right ticket and event. For a missing email, locate the correct booking using your agreed process. Only perform a manual check-in after verifying the details. Do not read out visitor information to the queue or share personal records through unsecured group messages.

Verify ticket status and visitor details before granting uncertain admission.
Let a responsible team member decide about unpaid or invalid tickets.

Afterwards: close the process properly

Compare registrations and check-ins to prepare the next event better. Note where queues slowed down and which questions came up repeatedly. Remove temporary access when it is no longer needed. Do not keep or export visitor information longer or more widely than required for the event and your agreed retention policy.

Debrief the team about interruptions and unusual cases.
Update the entrance briefing for your next event.

An event check-in checklist for your team

Before the event: permissions and equipment

Before opening: assign clear roles

During admission: handle exceptions deliberately

Afterwards: close the process properly

Ready for your next sold-out night?