Check-in and the scanner
The network can drop. The gate cannot. Check-in staff on their own phones, trained in five minutes, with a result that fills the screen.
Check-in happens at check-in points: a gate at the venue, a pre-check at a group, a zone inside (a hall, a dinner), or a self-service kiosk. Staff scan with the EntryWick Scanner app on their own phones — no app store, no sign-in. An organizer hands them a six-character pairing code and that is their training.
Check-ins are append-only. A scan is never edited or deleted; a correction is a new row. That is why counts can be trusted after the fact, and why an offline phone can decide on its own.
Step by step
- 1
Create the check-in points
Events → your event → Check-in points. The template brings sensible ones. For each, set:
- Kind — gate, pre-check (attached to a group), zone, kiosk.
- Opening hours per day, in local wall time — "Sat Nov 7, 03:30–12:00 CST".
- Policy — day-lock (a Saturday ticket goes red on Sunday), search by name, typed codes, who may override.
A point with check-ins is never deleted — switch it off instead.
Points per event: Free 1, Starter 3, Growth and above unlimited. Zones and pre-checks need Growth.
Hours are local wall time per day; the row shows the UTC it resolves to. - 2
Pair the phones
Events → Devices → Pair a device → choose the check-in point → a 6-character code appears, valid for a short time. On the phone, open entrywick.app, type the code (spaces, dashes and case are forgiven) and add to the home screen. The phone downloads its roster — the whole event for a gate, only its group for a pre-check — and from then on works without signal.
Pairing needs a signal. Everything after it does not. - 3
Pin the day, brief the staff
An organizer can pin the day on a point so nobody picks the wrong one at 6 AM. Then read the gate training the template brought — it is written to be read aloud: what the colours mean, what "Already checked in" means, when to call the help desk. Five minutes is enough.
Pinning the day removes the one decision a volunteer can get wrong. - 4
Scan
Tap Start camera, hold up a ticket (QR or barcode) — or use a hardware scanner, or where the point allows it, find by name or the last four digits of a phone. The result fills the screen: a colour, a big icon and one word — Accepted, Already checked in, Wrong day, Replaced, Void — plus one sentence. Admissions clear themselves; refusals wait for "Scan next".
Colour, icon, word. Readable from across a table. - 5
When the signal drops
Nothing changes for the person scanning. The phone decides from its roster, shows "Recorded offline", and keeps the scan. "Waiting to upload: N" is always on screen; scans go up by themselves, oldest first, the moment there is signal. Closing the app or restarting the phone loses nothing.
If an offline decision later turns out differently on the server (someone had already come in at another gate), it appears under Corrections with what the phone showed and what was recorded. Nothing is silently rewritten.
Offline is a banner, not a stop. - 6
Watch the gate from the live view
Events → Live: arrivals per minute, per point, per group; how many are still expected; devices online; scans waiting on phones. Pre-check and venue counts sit side by side. When the day ends, the same numbers are the report.
The live view during the event is the report after it.
When you are done
What should be true now
- Every point has hours in local time and a policy you understand.
- Each phone is paired, shows the right point and day, and has downloaded its roster.
- You have scanned a test ticket twice and seen "Already checked in".
- You have put a phone in airplane mode, scanned, reconnected, and watched the upload count fall to zero.