Entry with QR tickets: how to run the entrance at your club party

How a party begins is decided at the entrance. A long queue, a paper guest list and the question of who has already paid or registered – that wears on everyone’s nerves. With QR tickets and a scan app on your phone, entry becomes quick and easy to keep track of. This guide shows how to set it up for a club party, concert or general meeting.

1. Registration instead of paperwork

It all starts with registration. A QR code on a poster, flyer or in the club newsletter leads to a form: name, email, preferred category and number of tickets. Decide how many places there are – in total or per category, such as “Standing” and “Seated”. Once everything is booked up or the registration deadline has passed, the form closes on its own.

If you already have a list, for example of your members, you simply import it and send out the tickets in one go.

2. Tickets by email

Every guest receives their tickets as a PDF by email, with a separate QR code for each ticket. Shortly before the event, an automatic reminder can go out, and if anything in the programme changes, you inform all ticket holders with one message.

3. Equip your helpers at the entrance

You don’t need a scanning device at the entrance. You create an entry link for each entrance, for example “North entrance”, and send it to your helpers. They open it on their own phone, tap “Start scanning” and point the camera at the guest’s ticket. They don’t need an account, nor an app from the app store.

1. Green: Entry OK – the guest may go in.
2. Orange: The ticket has already been used or is not valid today – the app shows since when.
3. Red: Invalid, blocked or for a different event.

The result fills the whole screen, with sound and vibration – even in a crowd, it can be seen from a metre away. The app deliberately does not show names. You can find guests without a phone by their ticket number.

4. Out and back in

At a party, people sometimes step outside for a moment. If you switch on re-entry, your helpers check guests out at the exit. If they scan them back in on the same day, they get in without using up another use of the ticket.

5. Keep track

During the event, you see live how many guests have already arrived – in total, per category and over time. The scan app itself also shows how many have been admitted today. An entry link can be blocked at any time, for example if a helper’s phone gets lost, and it expires automatically after the last day of the event.

Checklist for the evening

1. Create entry links for each entrance and test them once beforehand.
2. Helpers’ phones charged, screen brightness turned up.
3. For guests without a phone: ask for the ticket number and check it manually.
4. Decide on re-entry beforehand and communicate it at the entrance.
5. An internet connection is required – try it out beforehand in the cellar or out in the field.

How to get started

You’ll find everything you need under event tickets with QR code. More ideas for your event – from the programme to feedback – are on the page for clubs and for events.