Frequently asked questions

EntryWick is event registration, tickets and check-in for organizations that know their people — schools, congregations, nonprofits, volunteer networks, sports clubs, companies running an offsite. A family registers once; every person gets a scannable ticket by email, print or wallet; check-in staff scan on their own phones, and the gate keeps moving when the Wi-Fi doesn't. It was built running a real two-day event for 3,434 people, and generalized from there.

For organizations where the people coming are already known: members, students and guardians, volunteers, staff, teams. EntryWick keeps that structure — households, guardians, groups, leads — from the form to the gate.

It is not a ticket marketplace. It does not list your event for the public to discover, and it does not try to sell tickets to strangers. If your main problem is finding an audience, Eventbrite-style tools do that; if your main problem is running a day well for people you already have, that is EntryWick.

Early access opens in January 2027. Before then we are running a small number of real events as free pilots. If you have an event before 31 March 2027, you can run it on EntryWick now, free, with us alongside.

The first-run wizard is built to get a brand-new organization from sign-up to a published event with an open form in under ten minutes, without reading documentation: pick a template, fill in name/dates/venue, match your groups, optionally add a logo and your own domain, publish. Tuning the form and emails to your words takes longer — plan an hour for a careful first event.

A whole event in a file: days, kinds of attendee, check-in points, forms, email and ticket templates, schedules, checklists and an example group tree, written for one kind of organization. There are six — Community Celebration, School Field Trip, Volunteer Day, Conference, Sports Tournament, Corporate Offsite. Importing one makes a draft event with all of that in it. Nothing is locked afterwards; you edit rather than build.

Yes. Paid plans allow unlimited live events (Free allows one at a time). Each event has its own days, forms, points, schedules and reports; groups, people and branding are shared across the organization.

No. Organizers use the web admin. Check-in staff open entrywick.app on their own phone, type a pairing code, and add it to the home screen — no app store, no account, no sign-in. The scanner works offline once paired.

Yes. Upload a CSV and map columns to fields (a saved mapping is one of the four "forms" every event has). Files up to 500 rows import at once; larger files run in the background on Starter and above. Eventbrite exports import directly. Zapier and Make connectors are available from Growth.

Pay per event or once a year. Indicative prices, to be confirmed before launch: Free (up to 100 people per event, $0); Starter $49 per event / $290 a year (500 people); Growth $149 / $890 (2,500); Scale $449 / $2,690 (10,000); Enterprise by quote. Annual is about six times the per-event price, so the sixth event in a year is free. Full table on the pricing page.

One purchase covers one event from purchase until 30 days after it ends, so reports and exports stay open. The attendee cap is snapshotted at purchase. You can upgrade mid-event and pay only the difference; there are no downward refunds.

The cap is active attendees per event — people, not registrations or tickets. On paid plans going over never blocks anyone: registration continues, and the overage is metered at a small per-person rate ($0.20 Starter, $0.15 Growth, $0.10 Scale, indicative) and billed three days after the event closes, so cancellations are not charged. You are warned at 80% and 100% with a one-click upgrade that would zero the overage.

Free is the one plan that blocks: registration closes at 100 and reopens when you upgrade. Nothing ever blocks at the gate on any plan.

It is free: one live event at a time, up to 100 people, one check-in point, two seats, registration and tickets and the scanner. The limits are the catch — no offline pre-checks or zones, no conditional logic, no custom domain, and EntryWick branding on pages. Free events on any plan pay no ticket fee at all.

Only if you charge for tickets. Payments run through your Stripe account; EntryWick's platform fee per paid ticket is 2.9% + 30¢ on Free, 2.5% + 30¢ on Starter, 2.0% + 25¢ on Growth, 1.5% + 25¢ on Scale (indicative), in addition to Stripe's own processing fee. Free tickets carry no fee on any plan. Self-hosted installs pay no platform fee.

The short version: Starter adds form validation, configurable reminders, 3 check-in points, background imports. Growth adds conditional logic, basic rules, offline pre-checks and zones, unlimited points and groups, custom domain and email domain, removable "powered by", API read access, webhooks, Zapier/Make, custom roles, your own email-list sync. Scale adds advanced rules, SMS, full white-label, SSO, API write and scanner API, CRM connectors, font upload. Enterprise adds self-hosting and contract terms. Each is enforced in exactly one place in the product, so "does my plan include X" always has one answer.

Upgrades are immediate (prorated on annual). Downgrades take effect at the end of the period. Nothing is deleted on a downgrade: objects over the new limit are kept read-only and listed on a downgrade checklist; rules already saved keep running; custom roles stay assigned but cannot be edited. You can always export everything first.

Pricing has not been finalized; sector pricing is one of the things the pilots are for. If price is the thing standing between you and a pilot, say so on the request — the pilot itself is free.

Yes, on Enterprise: a licensed install on your own Ubuntu 24.04 server with a one-command installer, updates with a way back, nightly backups with an offsite copy, and a license that never stops check-in even when it lapses. Payments go through your own Stripe with no platform fee. Ask on the request form if you need this.

Once. The public form asks who is coming, then a short page per person (name, type, days, anything your event needs), then permissions, then review. One registration, one household, one attendee per person. Shared details (email, phone, address) are stored once and changed once.

Only if your form allows it, and the templates for schools and youth events do not. A date of birth that makes someone under 18 can trigger a required guardian from the same household and a guardian's agreement to a waiver — enforced on the server, not just hidden in the browser.

Yes. Field types include text, choice, date, phone, email, number, file upload, signature and consent. Fields are per person or per registration. Conditional logic (show, hide, require based on earlier answers) is available from the Growth plan; validation rules (formats, ranges) from Starter. Logic is re-evaluated when the form is sent, so a hidden required field can never block a submission.

Yes — the on-behalf form, open to people with the right role. Walk-up registration at the event registers someone who never did and prints their ticket on the spot.

Yes. The confirmation email links to My registration, where a registrant can correct a typo, change days where allowed, say someone else is coming (transfer) or can't come (cancel), and resend tickets — until the event starts or until you close the page for changes.

Yes. An invitation form accepts only people on a list; a registration can be approval-gated so an organizer confirms before a ticket is issued; the event page can be unlisted so only people with the link reach it.

Yes. Capacity per event, per day, per attendee type or per shift. Full shifts and days can take a waitlist that moves automatically when a place frees up.

Organizers can set a preferred language per organization and registrants see the public pages in English, Spanish, French or Brazilian Portuguese. Your own text (event description, questions, emails) is written by you in whatever language you choose.

By email, on a schedule you set (default: a few days before the event, or immediately). The email links to a ticket page with the person's name, days, venue, code and QR; one email can carry every ticket in a household. Anyone without an email goes on the print track: a print sheet or badges you hand out. Apple Wallet and Google Wallet are offered on the ticket page when turned on.

Yes — a shared ticket. A youth's ticket can be shared with the adult bringing them; one scan presents everyone on it and the scanner asks "Everyone here?" so the person missing can be unticked. A shared ticket is never silently voided when the adult cancels (see what happens when a guardian cancels).

They resend it themselves from My registration, or you resend from their page. The code does not change. If the ticket was replaced (a day change, a transfer) the old code scans as "Replaced" and names the new one, so the person is still found in seconds.

Because a ticket that can change is a ticket a phone with no signal cannot trust. Every ticket is issued once and never modified; a fix is a void plus a reissue in one step, and the old code always says what replaced it. That rule is what makes offline check-in safe and what makes the counts auditable afterwards.

The ticket page works once it has been opened, and a wallet ticket is on the lock screen. The QR itself is just a code — a printed one on paper is as good as a phone.

Yes. A ticket carries the days it is valid for; a Saturday ticket at Sunday's gate goes red rather than being waved through (day-lock, which you can switch off per point). Zones inside the venue — a hall, a dinner, an activity — are check-in points of their own, and a ticket can open some and not others.

Yes. Ticket emails, the ticket page, badges and print sheets are templates you edit, with your brand applied automatically. Full badge card layout authoring is a Scale feature; every plan gets a product card with a free text line.

Their own phone (iPhone or Android), a browser, and a six-character pairing code from an organizer. They open entrywick.app, type the code, and add it to the home screen. No app store, no account, no sign-in to the admin. Five minutes of training from the sheet the template brings.

Yes. After pairing (which needs a signal) the phone downloads its roster — the whole event for a gate, only its group for a pre-check — and keeps it current with small updates every minute. With no signal the phone decides from its roster, shows "Recorded offline", and keeps the scan. "Waiting to upload: N" is always on screen; uploads happen by themselves when signal returns, oldest first. Closing the app or restarting the phone loses nothing.

Both phones admit (correctly, from what they knew). When they reconnect, the server records the first and marks the second as a duplicate; the second phone shows it under Corrections with what the phone showed and what was recorded. Nothing is silently rewritten, and the help desk can find the person if needed.

A full-screen result: a colour, a big icon and one word — Accepted, Already checked in, Wrong day, Replaced, Void, Not found — then one sentence, and each person when a ticket covers several. Admissions clear themselves; refusals wait for "Scan next".

Where the check-in point's policy allows it: by name, by the last four digits of a phone, or by typed code. Gates typically allow name search; kiosks use their own search; typed codes are off everywhere by default.

A pre-check is a check-in point attached to a group, used where people gather locally before travelling to the venue — it counts departures, the venue gate counts arrivals. A zone is a point inside the venue (a hall, a dinner) that normally requires a gate scan first. A kiosk is a tablet where attendees check themselves in by name, without a code or staff.

Yes. Any scanner that types into the page works alongside the camera, at any time, with no setup.

Events → Devices → Revoke. The phone tries one last upload of saved scans, then forgets the event's people and scans, locks, and says how many scans could not be uploaded. Moving a device to another point or removing the organizer who paired it also ends the pairing with a one-line reason on the phone.

No — and that is deliberate. Check-ins are append-only: a scan is never edited or deleted, a correction is a new row that references it. The counts and reports use the corrected view; the history keeps both. This is what makes attendance numbers defensible afterwards.

Yes. The live view shows arrivals per minute, per point and per group, expected versus checked in, devices online and scans waiting on phones. Group leads see their own group. The same numbers become the attendance report afterwards.

A group is your organization's structure — a region, congregation, school, team, department — arranged in a tree with a code, optional leads and optionally its own pre-check point. A household is the people who registered together — a family, a carpool, a roster. Both are kept from the form to the gate.

Yes. A role scoped to a group sees registrations, attendees and check-ins inside that group's subtree and nothing outside it. Roles are built from permissions; from Growth you can make your own ("Desk volunteer: register walk-ups and print tickets, nothing else").

Seats per plan: Free 2, Starter 5, Growth 15, Scale 50, Enterprise unlimited. Check-in staff do not use seats — they pair phones with a code.

Single sign-on with a Microsoft or Google work account is a Scale feature, for your team and — on a corporate offsite — for employees registering. Password sign-in with optional two-factor authentication is on every plan.

EntryWick refuses to simply void a ticket other people are admitted on. The companion's shared ticket moves to another adult in the household of the right type registered for that day. If nobody fits, the cancellation is refused with the names, and cancelling the whole household together is offered instead. A child is never left outside because an adult's ticket quietly stopped working.

Yes. Scheduled emails (confirmation, tickets, reminder, thank-you) come with every template; from Starter you can add and move reminders. Ad-hoc messages to a filtered list, and text messages (SMS/WhatsApp, on Scale), are sent from the admin. Sends from your own email domain are a Growth feature; every send and its delivery status is listed under Sent messages.

Yes, before the event starts, from My registration ("Someone else is coming"), or an organizer can at any time. The new person joins the same registration and household with the same type, group, days and links; every live ticket is reissued (new codes; old ones scan as replaced). A place already used at a gate cannot be transferred.

Money runs through your own Stripe account. Each event has a refund rule — full, partial by date, or none. On cancellation the admin shows the refundable amount, you confirm, Stripe issues the refund to the original card. Payments are kept as a financial record even if the person later asks to be erased.

Change the dates or days on the event; EntryWick reissues tickets for the new days and the old codes say "Replaced". Send a message to everyone registered from the admin. If you cancel the event, you can refund all paid tickets in one run according to a rule you choose.

Every change — who, when, from where (admin, self-service, API, import, scanner, job) — is a row in the audit log under Settings. Check-in rows are never touched by changes; a cancelled person who was already scanned keeps that scan in history, marked.

You do. EntryWick processes it on your instructions. You can export everything your organization holds — every table as JSON and CSV plus every file — as one zip from Settings → Your data, at any time, without asking us. See the data processing terms.

No. Every record is owned by one organization and every query is scoped to it at the framework level; cross-organization access is tested as a negative case for every feature. See Security.

Attendees → the person → Erase personal data. It is irreversible, so only an Owner can, with a reason and the current code from their authenticator app. Live tickets are voided, uploads deleted, and name, date of birth, address, phone and answers removed. Kept on purpose: check-in rows (they reference a record, not a person), payments (a financial record) and earlier audit rows until retention removes them. If the person had complained about your email, the address is kept as a one-way hash so they are never mailed again.

By plan: 12 months after an event on Free, 24 on Starter and Growth, 36 on Scale, by contract on Enterprise — after which it is archived. You can export before then, and you can delete the organization (Owner, two-factor code, a 30-day hold you can stop).

On EntryWick's production infrastructure in the United States, with nightly database backups copied off-server. Self-hosted installs keep everything on your own server.

The mechanics are there: per-person export and erasure, a documented list of what erasure keeps and why, an append-only audit log, data processing terms, encrypted secrets, and a retention schedule. Formal attestations (a signed DPA, a security questionnaire) are available on request for pilots and Enterprise. We are not your lawyers; if your organization has specific obligations — schools often do — tell us on the request and we will go through them with you.

No. No advertising or analytics trackers on public event pages or this website. We do not sell data, and we do not add anyone to a marketing list without asking.

Passwords of at least 12 characters checked against known breach lists, rate-limited sign-in, optional two-factor (authenticator app) for every user, SSO on Scale, and a per-role permission system scoped to groups. Irreversible actions (erasing a person, deleting the organization) require the Owner's current two-factor code. More on the Security page.

Constant Contact, Mailchimp and Brevo, from Growth: people who register are added to the list you choose and kept in step, and unsubscribes flow back. Sending from your own domain (with the DNS records to prove it) is also Growth.

Yes — a documented REST API (OpenAPI v1). Read access from Growth; write, bulk jobs and a scanner API from Scale. Keys are per organization with their own rate limit and scopes, and every call is on the audit log. Webhooks (signed, retried) are available from Growth.

Both, from Growth. Triggers for new registration, cancellation, check-in and payment; actions to create or update registrations. HubSpot, Salesforce and Google Sheets connectors are a Scale feature.

Yes, from Growth. Pages at events.yourorg.org with an automatic certificate; emails from @yourorg.org with SPF/DKIM records you copy once. On Scale the whole product — sign-in, errors, help — carries your name (white-label).

Yes, through your own Stripe account connected under Settings → Payouts. Money arrives in your account; EntryWick's platform fee per paid ticket depends on plan. Discount codes, early-bird rules and invoice bookings that hold a place until paid are supported.

The full product for one event of up to 1,000 people held before 31 March 2027: registration, tickets (email, print, wallet), the scanner for as many phones as you need, pre-checks and zones, the live view, reports and a full export — plus setup done with you and an EntryWick person reachable on event day. No card, no contract, no obligation to continue in January.

Any organization with a real event in the window: a school, congregation, nonprofit, volunteer network, club, league or company. We are choosing for variety — different kinds of event teach us different things — so a small or unusual event is as welcome as a big one.

Twenty minutes of honest feedback afterwards and, if it went well, permission to say so with a sentence and a photo — with your sign-off on the exact words. If it went badly, we want to hear that even more. The pilot terms are one page.

An EntryWick person is on the line from first scan to last, watching the same live view you are. Print sheets exist for every event as a fallback. Check-ins are kept on the phones until uploaded, so a connectivity problem cannot lose a scan. We will be honest beforehand about anything not ready.

Yes. Your workspace and data stay; from January you pick a plan — including Free, if the event fits it. Nothing is deleted when the pilot ends, and you can export everything any time.

Press Run your event free anywhere on this site, or email [email protected]. We reply within one business day. The pilot guide describes the whole process.

EntryWick is an iSmart Web product, built in Houston, Texas, by the people who ran the two-day community event it was born in. "EntryWick" in prose, entrywick in code.

Email [email protected]. During a pilot you also have a direct line for event day. Once early access opens, every admin screen has a Help button that opens the page for that screen, and a status page says whether anything is wrong on our side before you write.

Every admin screen will link to its own page in the product documentation when early access opens. Until then this help center — the guides and this FAQ — is written from the same source.

Email [email protected] with "Security" in the subject. We acknowledge within two business days and keep you informed until it is resolved. See responsible disclosure.