At a Glance
A good event check-in process combines enough staff and scanning devices with a clear attendee line, reliable internet, QR ticket validation, and a manual lookup backup. Estimate how many guests will arrive during your busiest window, then make sure your team can process them faster than they arrive. Side Quest's check-in runs on any smartphone with a camera and an internet connection — no special hardware required.
Event Check-In Planner
This planner helps you estimate how many check-in stations and staff your front door may need. It's a planning tool — actual event-day performance depends on your staff, devices, connection, and attendees. No data is stored.
Event Check-In Planner
Estimate how many check-in stations and staff your front door may need.
Total tickets you expect to sell or distribute.
The busiest window when most guests arrive.
Adjustable — not a Side Quest performance guarantee. Actual speed depends on staff, device, connection, and attendee readiness.
How many scanning lanes you plan to operate.
Your planned capacity should keep up with the arrival surge.
Peak Arrivals
180
guests
Required Rate
6 / min
guests/min
Per-Station Capacity
7.5 / min
guests/min
Total Capacity
15 / min
2 stations
Stations Needed
1
to match rate
Clear Time
12 min
peak group
Staffing Suggestion
A separate help position keeps manual-issue attendees from blocking scanner lanes. This is an operational suggestion, not a Side Quest requirement.
~9 attendees may need manual help during peak.
Station Comparison
| Stations | Capacity | Clear Time | Status |
|---|---|---|---|
| 1 | 7.5 / min | 24 min | Comfortable |
| 2 | 15 / min | 12 min | Comfortable |
| 4 | 30 / min | 6 min | Comfortable |
| 6 | 45 / min | 4 min | Comfortable |
| 8 | 60 / min | 3 min | Comfortable |
Planning estimate based on your assumptions. Actual event-day performance depends on staff, device, connection, attendee readiness, and how many tickets require manual help.
What Event Check-In Actually Needs
Before event day, make sure you've covered the operational basics. None of these require special hardware — just preparation.
Attendance Estimate
Know roughly how many guests are coming so you can plan stations and staff.
Entrance Plan
Decide how many lanes you'll open and where the line will form.
Device Charging
Charge all scanner phones fully the night before. Bring chargers.
Connectivity Test
Test cellular signal and venue Wi-Fi at the actual entrance location.
Staff Access
Confirm each staff member has the correct role and can log in.
Manual Lookup Backup
Make sure at least one staff member knows how to search attendees manually.
Internet Connectivity
Important
Side Quest Check-In currently requires an internet connection to validate and update ticket status. There is no offline scanning mode.
Operational advice for a reliable connection:
- Test cellular signal at the entrance before doors open — signal strength varies by location inside a venue.
- Test venue Wi-Fi if available, but don't rely on it alone — public Wi-Fi can slow down during crowded events.
- Identify the strongest-signal location at the door and position your primary scanner there.
- Consider a phone hotspot as a backup connection on a separate device.
- Avoid relying on a single device or single network — have redundancy.
- Do a test scan before doors open to confirm the full round-trip works.
If the connection drops mid-event, scans cannot be confirmed. The check-in screen shows an online/offline indicator so staff know immediately. A ticket is never marked as checked in based on an optimistic guess — if the network fails, the result shows "NOT confirmed."
How QR Scanning Works
The conceptual flow from ticket display to admission is straightforward:
Guest opens their ticket
The QR code is displayed on their phone screen.
Staff scans the QR code
The scanner reads the code using the phone camera.
Side Quest validates the ticket
The system checks the ticket, event, and status server-side.
Attendee is marked checked in
The ticket transitions from valid to used — atomically.
Scanner displays the result
Green 'Admitted' for success, or a specific message for issues.
For a deeper explanation of what's inside a QR ticket and how the security model works, see our How QR Event Tickets Work guide.
Multiple Check-In Devices
Multiple authorized staff members can scan tickets for the same event simultaneously. This is useful for:
Because ticket status is managed server-side, two staff members scanning the same ticket at nearly the same time cannot both succeed — only the first scan transitions the ticket to "used." The check-in screen periodically refreshes counts so all devices stay in sync on overall progress.
Duplicate Scans
Here's what happens when the same ticket is scanned more than once:
First successful scan
The ticket is marked as "used" and the attendee is admitted. The scanner shows a green "Admitted" result.
Repeated scan of the same ticket
The scanner shows "Already checked in" with the time and staff member who admitted the ticket. A second person cannot get in on the same ticket.
A screenshot or photo of a QR code can be scanned the first time — the QR is just a pattern. But single-use check-in status means that after the first successful admission, any future scan of that same code is flagged as already used. This prevents two people from both getting in on one ticket, though it does not make screenshots physically impossible to create.
Wrong Event / Invalid Tickets
The scanner returns specific results for common problem cases. Staff should understand what each one means:
Wrong Event
The ticket belongs to a different event. The scanner shows the ticket's event title so staff can redirect the guest.
Invalid Ticket
The QR code doesn't match any recognized ticket.
Refunded Ticket
The ticket has been refunded and is not eligible for admission.
Voided Ticket
The ticket has been voided by the organizer and is not eligible.
Already Used
The ticket was already checked in — see duplicate scans above.
Payment Required
The ticket's order was not paid. Do not admit based on a screenshot alone.
Transferred Ticket (old credential)
After a transfer, the old QR is permanently invalidated. The recipient's new QR is the only one that works.
When the QR Won't Scan
QR scanning is fast, but it's not the only way to check someone in. Side Quest includes a manual attendee search for when scanning isn't practical:
The manual lookup process:
Manual lookup also requires an internet connection — it searches live ticket data, not a cached list.
Check-In Reversal
Sometimes a check-in needs to be undone — for example, if staff accidentally scanned the wrong person, did a test scan, or made an entry mistake. Side Quest allows check-in reversal, but with an important permission distinction:
Check-In Staff
Can perform check-ins (scan and manual). Cannot reverse a check-in.
Manager and above
Can reverse an accidental check-in. A reason is required. The original check-in record is preserved for audit.
This prevents volunteers from accidentally undoing valid admissions while still allowing supervisors to fix mistakes. The reversal is atomic — only one reversal can succeed per ticket.
Role-Based Staffing
Side Quest's team roles let you give volunteers check-in access without giving them financial or admin control. This is a strong operational differentiator — you can scale your front-door team safely.
| Role | Can Check In | Can Reverse |
|---|---|---|
| Check-In Staff | ||
| Editor | ||
| Manager | ||
| Admin | ||
| Owner |
A volunteer given "Check-In Staff" access can scan tickets and search attendees but cannot see financial data, issue refunds, or reverse check-ins. This lets you safely add front-door help without exposing sensitive controls.
Line Design
Good line flow is as important as having enough scanners. These practices apply to any event:
- Use one clearly marked entry line so guests know where to go.
- For high volume, split into multiple lanes — each with its own scanner.
- Create a separate issue-resolution lane so problem attendees don't block the main flow.
- Where useful, add a VIP or special-ticket lane.
- Place signage before the scanner so guests have their tickets ready.
- Ask attendees to open their tickets before reaching the scanner — this is the single biggest speed factor.
- Keep doors and walkways unobstructed.
Before Doors Open Checklist
The First 15 Minutes
The opening rush often reveals problems quickly. During the first 15 minutes, actively monitor:
Line length
Is the line growing or shrinking?
Scan pace
Are scans completing quickly or lagging?
Connectivity
Is the connection stable?
Manual-issue volume
How many attendees need help?
Staff confusion
Does anyone need guidance?
Wrong line routing
Are guests in the right lane?
If a bottleneck appears, move staff dynamically — add a scanner lane, pull someone to help with manual issues, or redirect guests to a shorter line.
During the Event
- Watch the checked-in count on the scanner header — it updates as guests arrive.
- Handle late arrivals normally — the scanner works the same throughout the event.
- Resolve duplicate or invalid ticket results calmly using the guidance above.
- Keep devices powered — rotate to a charged backup if a battery gets low.
- Maintain connectivity — if signal drops, switch to your backup connection.
- Document unusual issues if needed for post-event review.
After Check-In
After the event, organizers can review:
Attendance count
Total guests checked in.
Checked-in vs ticketed
How many of the sold tickets were used.
Attendee list
See who arrived and who didn't.
Exports & reports
Export attendee data for your records (Manager+).
Check-In Speed
No performance guarantee
Side Quest does not publish a claim like "one person every 3 seconds." Actual check-in speed depends on staff experience, device speed, internet connection, attendee readiness (having the ticket open), and how many tickets require manual help. The planner's seconds-per-check-in is a user-adjustable planning assumption — not a Side Quest performance guarantee.
Small Event (100 Guests)
For a 100-guest event with a 30-minute peak window and 60% peak arrival:
Peak arrivals
60
Required rate
2 / min
Stations needed
1
A single scanner is typically sufficient. Have manual search available as a backup. One staff member can usually handle the door, with a second on standby for the opening rush.
Medium Event (500 Guests)
For a 500-guest event with a 30-minute peak window and 60% peak arrival:
Peak arrivals
300
Required rate
10 / min
Stations needed
2
Plan for multiple lanes and a separate manual-help position. The arrival surge is more concentrated — make sure attendees have tickets open before they reach the scanner.
Large Event (1,500 Guests)
For a 1,500-guest event with a 30-minute peak window and 60% peak arrival:
Peak arrivals
900
Required rate
30 / min
Stations needed
4+
Use multiple entry points, more scanner staff, clear escalation procedures, and connectivity redundancy. Side Quest's architecture supports multiple simultaneous scanners, but large-scale events require careful operational planning — this guide does not imply enterprise certification.
Festival Check-In
- Plan multiple entrances — general admission and VIP lanes should be separate.
- Expect concentrated arrival surges, especially near set times.
- Use multiple scanners in parallel with clear staff communication.
- Have a dedicated help position for ticket issues at each entrance.
See our Festival Ticketing guide for more.
School Event Check-In
- Parents often purchase multiple tickets for family groups — manual lookup by name helps when not everyone has a ticket on their phone.
- Volunteer check-in staff can be given Check-In Staff access without admin or financial control.
- Manual lookup is especially useful for younger attendees who may not have phones.
See our School Event Ticketing guide for more.
Fundraiser Check-In
- Guest lists and sponsor comps are common — manual lookup by name handles attendees without a ticket QR.
- VIPs and sponsors may have special ticket types — use a separate lane if volume warrants.
- Volunteers can be given Check-In Staff access to help at the door.
See our Fundraiser Ticketing guide for more.
Community Event Check-In
- Free registrations still generate QR tickets — check-in works the same way.
- Plan for walk-up expectations — some community events have significant same-day arrivals.
- Volunteer staff with Check-In Staff access can manage the door without admin access.
- Monitor capacity — check-in counts help you know when you're approaching your limit.
Common Check-In Mistakes
Emergency / Failure Playbook
| Problem | What Staff Should Do |
|---|---|
| QR won't scan | Use manual attendee search by name, email, or ticket number. |
| Ticket already checked in | Verify the person and ticket. Escalate to a Manager if reversal is appropriate. |
| No internet connection | Switch to backup connection or hotspot. Do not assume offline scanning — the ticket is NOT confirmed until the scan succeeds. |
| Phone battery low | Rotate to a charged backup device. Keep chargers at the door. |
| Wrong event selected | Return to the event selector and choose the correct event. |
| Refunded ticket scanned | Do not admit based on a screenshot. The system shows the live status — follow the result. |
| Guest can't find their ticket | Use manual search by name or email to locate and check them in. |
| Line growing fast | Open another lane if staff is available. Move a help-position staff member to scanning. |
Complete Check-In Checklist
1 Week Before
Day Before
Before Doors
During Entry
After Entry
Event Check-In FAQ
How do you check people into an event?
A good event check-in process combines enough staff and scanning devices with a clear attendee line, reliable internet, QR ticket validation, and a manual lookup backup. Staff scan each guest's QR ticket (or look them up manually), the system validates the ticket and marks it as used, and the guest enters. Estimate how many guests will arrive during your busiest window, then make sure your team can process them faster than they arrive.
What is event check-in software?
Event check-in software is a tool that validates tickets at the door and tracks who has arrived. It typically includes QR code scanning, manual attendee search, duplicate-scan prevention, real-time attendance counts, and post-event reporting. Side Quest Utah includes built-in check-in tools for organizers selling tickets on the platform.
Can I scan event tickets with my phone?
Yes. Side Quest's check-in scanner runs on a smartphone camera — no special hardware is required. Authorized staff open the check-in screen, point the camera at the guest's QR ticket, and the system validates and records the check-in. A manual search option is also available if a QR code won't scan.
Do I need special ticket scanning hardware?
No. Side Quest check-in works on any smartphone with a camera and an internet connection. You do not need to buy or rent dedicated barcode scanners, tablets, or kiosks.
How many check-in stations do I need?
It depends on your expected attendance, how concentrated your arrival surge is, and how fast each check-in takes. As a planning starting point, estimate how many guests arrive during your peak window, divide by the window length to get a required guests-per-minute rate, then divide by what one station can process. The Event Check-In Planner on this page does this math for you.
How many staff should check people in?
You need at least one staff member per scanning station. For larger events, consider a separate help or lookup position so attendees with ticket issues don't block the scanner lanes. The planner on this page provides a staffing suggestion based on your inputs.
How fast can event check-in be?
Actual check-in speed depends on staff experience, device speed, internet connection, attendee readiness (having the ticket open before reaching the scanner), and how many tickets require manual help. The planner uses an adjustable seconds-per-check-in assumption — it is not a Side Quest performance guarantee.
Can multiple people scan tickets at once?
Yes. Multiple authorized staff members can scan tickets for the same event simultaneously — useful for multiple doors, multiple lanes, or large arrival surges. Side Quest uses server-side ticket state to prevent two people from being admitted on the same ticket, even if two staff scan it at nearly the same time.
What happens if a QR ticket is scanned twice?
The first successful scan marks the ticket as used. Any subsequent scan of that same ticket returns an 'already checked in' result showing when and by whom it was admitted. A second person cannot get in on the same ticket.
Can a screenshot of a QR ticket work?
A screenshot can be scanned the first time — the QR code is just a pattern. But once the ticket is checked in, any future scan of that same code (including from a screenshot) is flagged as already used. Two people cannot both get in with the same QR code.
What if someone's QR code won't scan?
Staff can use manual attendee search to look up the guest by name, email, or ticket number, verify the correct person and ticket, and check them in manually. This handles cracked screens, low brightness, dead phones, lost emails, and accessibility needs.
Can I search for an attendee manually?
Yes. Side Quest's check-in includes a manual search that finds attendees by name, email, ticket number, or attendee name. Staff select the correct person from the results and confirm the check-in. This does not require camera access.
Does Side Quest check-in work offline?
No. Side Quest Check-In currently requires an internet connection to validate and update ticket status. If the connection drops, scans cannot be confirmed. Always test connectivity at the entrance before doors open and have a backup connection available.
Does Side Quest require internet for check-in?
Yes. Each scan or manual check-in is validated server-side, which requires an active internet connection. The check-in screen shows an online/offoffline indicator so staff know when connectivity is lost. If a scan fails due to a network problem, the ticket is NOT confirmed as checked in.
Can Check-In Staff undo a check-in?
No. Check-In Staff can perform check-ins but cannot reverse them. Reversing an accidental check-in requires a Manager or higher role. This prevents volunteers from accidentally undoing valid admissions.
What happens if a refunded ticket is scanned?
A refunded, cancelled, or voided ticket returns a 'not eligible' result and is not admitted. Staff should not admit someone based on a screenshot alone — the system checks the live ticket status.
What happens after a ticket transfer?
When a ticket is transferred, the old QR code is permanently invalidated and a new one is generated for the recipient. The old credential will not scan successfully — only the recipient's new QR works.
How early should I set up event check-in?
Plan your check-in setup at least a week in advance. The day before, confirm devices are charged, staff have the correct access, and the correct event is loaded. On event day, test connectivity and do a test scan before doors open.
How do I reduce event entrance lines?
Use enough scanning stations to match your peak arrival rate, have attendees open their tickets before reaching the scanner, separate problem-resolution into its own lane, use clear signage, and keep doors unobstructed. The planner on this page helps estimate how many stations you need.
Can I export attendance after the event?
Yes. Organizers can review attendance counts, checked-in vs ticketed totals, and export attendee data after the event. Export access requires a Manager or higher role.