Door Check-In
Scan event ticket QR codes at the door to admit attendees, with re-entry on multi-day events.
Every ticket sold through Resyevents carries its own QR code. At the door, staff scan a code and Resytech answers one question: should this person be admitted? A valid ticket is admitted and marked used, and a ticket that has already been used, refunded, or voided is rejected with the reason.
This is a different mechanism from activity booking check-in. There are no waivers, guest-info gates, or arrival rosters here. An event ticket is one admission, and scanning it either works or it does not.
How Tickets Reach the Buyer
Tickets are issued when an order is paid, not when it is started. As soon as the payment succeeds, the buyer receives a confirmation email titled Your tickets for {event name} containing:
- The event name, date, doors time (if set), and venue, all shown in the event's local time zone
- A receipt of what they bought and what they paid
- One QR code per admission, so a four-ticket order arrives with four separate codes
Each ticket card in the email shows its number ("Ticket 1", "Ticket 2"), the ticket type name (or "Admission" if the type has no name), and its ticket reference, something like 7KD9P-2XM4B-3. That reference is the ticket's own identifier: the buyer can read it out, and you can search for it on the door screen or find its order in the dashboard. It is not the QR code and carries no admission power of its own, so there is no harm in it being said aloud.
The email is the only place a buyer's QR codes appear. The storefront confirmation page tells them to show the code from their email, and organizer-side order views deliberately never display admission codes. If a buyer cannot find their email, direct them to search for the event name rather than trying to read the code off a dashboard screen.
One email is sent per paid order. Repeated payment notifications from Stripe will not send duplicate copies.
What a Ticket Code Contains
A ticket QR is more than a bare reference. Each code also identifies the event and carries the event-local date and start time, the doors time when one is set, and the last day of the run for a multi-day event. A scanning app can use that to tell a right-ticket-wrong-night from a code it has never seen, before it asks Resytech anything.
The ticket reference inside the code stays the only thing that identifies the ticket, and the check-in call remains the source of truth for whether it admits. If an event's date or doors time changed after the tickets were emailed, the code still admits normally, it just carries the older details.
What Staff Do at the Door
Scanning a ticket supports two actions, and it is worth knowing which one you are using:
| Action | What it does |
|---|---|
| Check status | A read-only look at the ticket. It reports whether the ticket is good, already used, refunded, or voided, and it changes nothing. Use it to answer a question at the front of the line without burning the admission. |
| Check in | Admits the ticket. On a valid ticket this records who scanned it and when, and the ticket is now used. |
Only the check-in action consumes a ticket. A status check never admits anyone and never marks a ticket used, so it is safe to run as many times as you like.
Every scan is scoped to your own organization. A ticket sold by another organizer reads as "no ticket found for that code" rather than revealing that it belongs to someone else.
If two staff members scan the same single-day ticket at the same instant, only one of them gets an admit. The other gets "already checked in", so a duplicate scan cannot let two people through on one ticket.
Scan Outcomes
| Outcome | What it means | What to do |
|---|---|---|
| Admitted | A valid, unused ticket. It is now marked used, with your name and the time recorded. | Let them in. |
| Re-entry | A multi-day pass that was already used earlier. Multi-day events re-admit. | Let them in. |
| Already checked in | A single-day ticket that has already been scanned. The response tells you when it was first used. | Do not admit. Someone has already come in on this code, either the same person twice or a forwarded screenshot. Check the order in the dashboard before making an exception. |
| Refunded | The ticket's order was refunded in full, so the ticket is no longer admissible. | Do not admit. The buyer has their money back. Send them to the box office if they dispute it. |
| Voided | The event was cancelled without automatic refunds, which voids live tickets so they cannot be used at the door. | Do not admit. The event is cancelled. Refunds are handled separately by the organizer. |
| Valid | Status-check only. The ticket is good and has not been used yet. | Nothing has happened yet. Run the check-in action to actually admit. |
| Not found | No ticket matches that code under your organization. | Do not admit. Either the code is not one of yours, it is not an event ticket at all, or it was mistyped. Look the buyer up by name or email in the event's orders. |
Only Admitted and Re-entry mean "let this person in". Every other outcome is a stop.
Note that a partial refund does not invalidate tickets. If an order was refunded for less than its full amount, its tickets stay valid and will still admit.
Single-Day Events and Multi-Day Re-Entry
Whether a ticket re-admits depends on the event itself, not on a setting you toggle:
- If the event starts and ends on the same calendar day in its local time zone, tickets are single use. A second scan reports "already checked in".
- If the event spans more than one calendar day in its local time zone, tickets re-admit for the run of the event. Every scan after the first reports "re-entry" and lets the attendee back in.
Two consequences worth knowing before the doors open:
- An event that runs past midnight counts as multi-day. A show scheduled 9:00 PM to 1:00 AM ends on the next calendar day locally, so its tickets will re-admit. If you need strict one-scan admission for a late show, end the event before midnight local time.
- The event's time zone decides the calendar days. The comparison uses the event's own time zone, so daylight saving changes are handled correctly. If an event has no usable time zone set, the calculation falls back to UTC, which can classify a late evening show as multi-day. Set the time zone correctly when creating the event.
On a multi-day event, the recorded check-in time is the first admission. Later re-entries admit the attendee but do not overwrite that original timestamp, so the record still shows when the pass was first used.
One Ticket, One Person
A ticket is the unit of admission, never an order. Two friends who buy two tickets in one order get a code each, and those codes are independent: one can arrive at 7:00 and the other at 8:30, in either order, and each is admitted on their own code. Checking one in never touches the other, and a party is never "half checked in" as a single record.
The same is true of the attendee list: it is one row per issued ticket, not one row per order.
The Door Screen
Open the event and choose Door Check-In in the header. The screen is built for a phone at a door and shows:
- A running tally: checked in, still to arrive, tickets issued, and how many are not admissible
- Every issued ticket as its own row, with the attendee name, ticket type, and current status
- A search box (ticket reference, order reference, name, email, or ticket type) and filters for not arrived, checked in, and not admissible
There are two ways to admit someone, and both do exactly the same thing to exactly one ticket:
- Scan their code. The Scan Ticket button appears in the Resytech mobile app, where the camera lives. A scan is a lookup, not the act: the result panel shows you who the ticket belongs to and you tap Check In to admit them. Nothing is recorded until you do.
- Check them in from the list. Find the person by name, email, or the ticket reference from their email, and press Check In on their row. Use this when a phone is dead, a screen is too cracked to scan, or the code will not read.
If you admit the wrong person, press Undo on their row (or in the scan panel). The ticket goes back to not-arrived and its check-in time is cleared, so the next scan reads as a first admission.
The scan panel also flags what it can see before you commit: a ticket for a different event, a code for a day that is not today, and a scan before doors open. These are warnings, not blocks. You are at the door and you decide.
Each ticket's state is also visible on the event's Orders tab. Open an order and every ticket in it is listed with its type, attendee name, and status, which is the fastest way to settle a dispute about a specific booking. The full per-ticket check-in record is part of the attendee list data.
Who Can Check Tickets In
Both the status check and the admit action require the events permission, the same permission used for the rest of Live Events. Give it to whoever is working the door.
Access is limited to your own organization's tickets. Staff cannot look up, inspect, or admit a ticket belonging to another organizer.