Chapter 6 · On the day
Check guests in
At the door, the checker scans the guest’s QR code and follows the result shown. In the console, the “Check-ins” tab follows attendance and the cases to check.
Step by step
- Scan at the door
The guest shows their QR code, from their invitation page or their Wallet pass. Follow the result shown: let in, refuse, or wait.
- Find a guest without their QR code
“Manual search”: type at least two letters of their name. Choosing a person opens their record; the entry is only recorded with “Confirm entry”. Without a QR code, nothing proves it is the right person: check before confirming.
- Keep an eye on “To check”
In “Check-ins”, look at the scans that did not go through and the double entries that appeared after a network outage.
- Take stock
Look at attendance before the data deletion date (after the event).
Understanding scan results
A QR code admits only once: InviteKey records the first entry, with no exit or re-entry, whatever the door. It does not prove the identity of the person showing it: plan an identity check if your event requires one.
Let in
| Result | What it means | What to do |
|---|---|---|
| Admitted | The entry is recorded on the server. | Let them in. |
| Accepted offline | No network: the phone recognised the QR code in its list. | Let them in. The entry will be confirmed when the network returns. |
Refuse
| Result | What it means | What to do |
|---|---|---|
| Refused — already used | This QR code has already been used; the screen shows the time of the first entry. | Check the person’s identity and send them to the organisers if needed. |
| Refused — revoked | The organiser cancelled this invitation. | Send the person to the organisers. |
| Refused — expired | The QR code is no longer valid. | Send the person to the organisers. |
| Refused — unknown QR | No guest of this event matches. | Check that it is indeed for this event. |
| QR not recognised | This is not an InviteKey QR code. Nothing was sent to the server. | Ask for the invitation’s QR code. |
| Outside the admission window | Entries are open from the event’s start day, from 00:01 (event time), until its end. | No entry is possible right now. |
| Access disabled | The event is suspended: no entry can be recorded. | Tell the organiser. |
Wait, or try again
| Result | What it means | What to do |
|---|---|---|
| Confirmation pending | The server did not answer: the entry may have been recorded. | “Try again”: the same operation goes out again, with no risk of a duplicate. |
| The server was not reached | No request went out: nothing was recorded. | Check the network, then try again. |
| The server is refusing requests | The entry was not recorded, and it is not the phone’s network. | Tell the organiser. |
| The previous request is still running | The phone is still waiting for the answer to the previous scan. | Do not scan again: wait, then “Try again”. |
| Access not confirmed | The phone cannot decide on its own: the event requires server confirmation, its list is too old, or this QR code is not in it. | Do not let them in without the server’s confirmation. |
| Cannot scan | This phone can no longer record entries. | Activate it again from its menu, with the link and the PIN. |
The test scan
Test passed — This QR code admits no one: this is the QR code of a test invitation. The phone is ready; no entry is recorded.
Checking in without network
If the network drops, what happens next depends on the check-in mode chosen in “Scanner access” and on the age of the list downloaded to each phone.
| Check-in mode | If the network drops | The risk |
|---|---|---|
| Keep working without network (default) | Checkers keep admitting guests with the phone’s list. | Two disconnected phones may accept the same QR code; the conflict only shows up at sync. |
| Require server confirmation | No admission is possible: the queue stops. | No double entry between phones, but no more entries without network. |
The list on the phone
- What it contains: each guest’s name, company and category; their email address only if you allowed it. Never the QR code itself, only a fingerprint used to recognise it.
- How long it lasts: 24 hours by default, adjustable in “Scanner access”. Beyond that, without network, the phone shows “Access not confirmed”.
- Before doors open: on each phone, “Sync the list” with network, to start from an up-to-date list.
During and after the outage
- Each entry accepted offline is kept on the phone, then sent to the server when the network returns.
- If two phones accepted the same QR code, the second one appears in “Check-ins”, under “To check” (“Already in”). Syncing cannot cancel an entry already granted.
The counters
- On the phone, “Arrived” compares entries with the guests who have a QR code — a scheduled send already counts. “estimated” flags entries not yet confirmed by the server, and “to sync” those still waiting for the network.
- In “Check-ins”, the expected guests are the whole guest list. A note says how many invitations have not gone out yet: those guests are expected and absent, but have not received their QR code yet.
After the event
- Attendance: “Check-ins” shows who came, when and through which door, and the cases “To check”. Exporting attendance is included in paid plans.
- Reminder: 3 days before the data is deleted, at 09:00 (event time), an email reminds the organisation’s administrators and the event’s creator.
- Phones: check that no entry is still waiting, then follow the erasing procedure in chapter 5.