Set up the scanner in advance
Open the scanner for your event from the host dashboard and test it on the device you plan to use at the entrance. If staff will use their own phones, test those too. Confirm that the scanner page loads where guests will be checked in and that the device can use its camera.
Guestlist’s scanner is a web page, so make sure the venue connection works at the door. Arrange a backup connection or device if the venue signal is unreliable; do not assume a scanner that has not loaded will work offline.
Give access only to the door team
Each event scanner uses its own link and a four-digit PIN. Share them only with the people who need to check tickets, and avoid posting them publicly or in a guest-facing event description. Keep a host available to help if a staff device cannot unlock the scanner.
If the scanner link or PIN is shared with someone who should no longer have access, regenerate it from the event’s scanner settings. Regenerating access locks out devices using the previous details, so give the new link or PIN to the door team before they continue.
Scan each ticket once
Ask the guest to open the ticket email and show the QR code. Scan it with the event device and follow the result shown by the scanner. Each ticket is valid for one check-in, so a second scan should be treated as an already-used ticket and checked with the host if anything is unclear.
If a QR code will not scan, enter the ticket’s five-character code manually. Give the guest a moment to find the email before searching for another solution. Avoid checking in a guest based only on a payment screenshot; verify the ticket through the event scanner.
Make a short door plan
Before doors open, agree who will scan, who will resolve exceptions and how staff will contact the host. Keep the scanner device charged, set a place where guests can find their ticket email, and decide how to handle a name that cannot be matched to a valid ticket.
After the event, remove access from devices that no longer need it by regenerating the scanner details if appropriate. Keep the scanner link and PIN separate from the public ticket link.