The Check-in Launcher and Show-Day Bar

On the day of a show, the fastest way to start scanning is the launcher. It takes you, or your door staff, straight to the right show instead of through the events list.

The launcher

Open /checkin on the scanning phone. The launcher lists the shows that are open for check-in now, with the one you used last at the top. If a show opens soon, it appears as the next show with a countdown. Tap a show to open its scanner.

Check-in Staff land on the launcher when they sign in, so they see only the shows they can scan.

The show-day bar

On a computer, a bar at the top of your dashboard shows the show in progress, with the number of guests checked in against tickets sold ("N of M checked in") when that count is available. Use Open scanner to open the scanner, or Copy staff link and Show staff QR to hand door staff a link. Shows that run in time slots or series show Open scanner only.

On a phone there is no bar. Tap Scan in the tab bar at the bottom of the screen. A green dot on Scan means a show is open for check-in. Scan opens the launcher described above.

Naming a device

The first time a phone opens a scanner, a sheet asks for a name, such as "Front door". You can change it later with Rename in the scanner's three-dot menu. When a guest is scanned a second time, the scanner reads "Already admitted 8:02pm at Front door", so staff know which door let them in. Use a place, not a person's name. A phone with no name still shows the time.

Checking you are ready

Before doors open, tap the status dot on the scanner to see whether the camera is allowed, the guest list is saved on the phone, and the sign-in lasts through the show. Test scan lets you type a ticket code to see what a scan would say. It is marked "Test only. Nothing was recorded." and never checks anyone in.

Switching shows

If you run two shows in one night, tap the show name at the top of the scanner to move the phone to the other show. Any scans the phone saved while offline are sent first, so none are lost.

Scanning outside show hours

A show is open for scanning from 3 hours before it starts until it ends. If it has no end time, it stays open until 6am the next morning, and at least 8 hours after the start. A ticket scanned outside those hours is not checked in straight away.

• Owner, admin and event manager logins: the scanner asks, "This show opens at 7:00 PM. Check them in now?" (or "This show ended at …"). Choose Yes to check the guest in anyway. The check-in is recorded as approved by you. Choose No and nothing is recorded.
• Door-code, staff-link and Check-in Staff logins: the scanner reads "This ticket is still valid. Ask your manager to check them in." and nothing is recorded. The ticket is not used up, so a manager can check the guest in on their own phone.

A phone with no signal asks in the same way. Owner, admin and event manager logins get the same question, and Yes saves the check-in on the phone with your approval, to be sent when it reconnects. Door staff see "This show opens at … This ticket is still valid. Ask your manager to check them in." and nothing is saved.

To do this offline, the phone needs the show's times saved on it. They arrive with every guest list update and when you sign in. If a phone does not have them, the scanner shows "Show times not loaded. Connect to the internet before doors open." Connect the phone before doors open so it can load them. A phone whose storage was cleared, or that has not updated its guest list since this change, counts as having no show times. Until it loads them, managers are asked "This show isn't open for check-in right now. Check them in anyway?" for every scan, and door staff see "Can't check in offline: show times aren't loaded on this phone. Connect to the internet, or ask a manager. The ticket is still valid." Nothing is admitted without a manager's approval.

If a scan is sent later and the server finds it was outside show hours with no approval, the row turns red and reads "Not checked in: this scan was outside the show's hours. The ticket is still valid. If the guest is already inside, scan their ticket again once the show opens." A scan made during show hours is never refused for this reason, even if it reaches the server after the show ends.

Test scan does not check show hours, so it can read as valid for a ticket the real scanner would hold for approval.

Timed-entry series and slots

Series and slot scanners get the same staff link. A manager can copy the link or email it to staff, and resetting the code signs out the scanners for every slot in the series.

See Setting Up Check-in and Event Day Mode for the basics, and Check-in Troubleshooting if a scan does not go as expected.