How to Manage
Door Entry

QR code scanning via a mobile app is the standard for event check-in in 2026. It is fast, accurate, and prevents duplicate entries.

How it works: When someone buys a ticket, they receive a unique QR code via email. At the door, your staff scans the code with the platform's scanner app. The app validates the ticket in real time and marks it as used, preventing it from being scanned again.

Set up: Download your ticketing platform's scanner app. Most platforms have a free iOS and Android app. Log in with your organiser account and select the event. Test it by scanning a test ticket before doors open.

Speed: A good scanner processes a ticket in under 2 seconds. If you expect a large crowd arriving in a short window, have multiple devices scanning simultaneously. One scanner can process roughly 300-400 people per hour.

Wi-Fi dependency: Most scanner apps need an internet connection to validate tickets in real time. Check the venue's Wi-Fi before the event. If it is unreliable, some platforms offer an offline mode that syncs later. tickts has a dedicated scanner app that works reliably in venue environments.

Screenshots and fraud: QR scanning prevents the most common fraud: screenshots of someone else's ticket. Once a code is scanned, it cannot be used again. This is a major advantage over printed guest lists.

Not everyone on your door will have a QR ticket. You need a system for guest list entries, comps, and press.

Centralised guest list: Maintain one master guest list, not scattered notes across email, WhatsApp, and napkins. Use a spreadsheet shared with your door team. Include name, number of guests (+1 etc.), who added them, and any special notes.

Deadline for additions: Set a hard deadline for guest list additions (e.g. 6pm on the day). After that, no changes. Last-minute additions create confusion and errors.

Check-off system: Print the guest list and check off names as people arrive. Use a highlighter or pen tick, not crossing out (in case you need to re-read names). Alphabetical order makes lookups fast.

Not-on-the-list protocol: Decide in advance what to do when someone claims to be on the guest list but is not. Options: call the person who allegedly added them, offer them the door price, or turn them away. Your team needs a consistent policy, not individual discretion.

If you sell tickets on the door, you need a separate process alongside your scanner.

Card payments: A card reader (SumUp, iZettle, or Square) is essential. Over 80% of UK transactions are now card or contactless. A cash-only door loses sales. Keep the reader charged and test it before doors open.

Cash handling: Start with a float (at least £50 in mixed coins and notes). Keep cash sales separate from your float. Count and record door takings at the end of the night. Two-person rule: have a witness when counting cash.

Track door sales separately: Record every door sale on a tally sheet or in a spreadsheet. Note whether it was cash or card. This data matters for your post-event financial analysis and for reconciling with your online ticket sales.

Pricing: Display your door price clearly. Have a sign at the entrance showing the price and accepted payment methods. This prevents arguments and speeds up the queue. Set the door price higher than the online price to reward advance buyers. See our last-minute sales tips for pricing strategy.

Capacity tracking: Keep a running count of total entries (online plus door) and stop selling when you hit capacity. Exceeding your licensed capacity is a legal issue and a safety risk.

Your door team sets the tone for the entire event. Get the staffing right.

Minimum two people: Even for small events, have at least two people on the door. One scans or checks the list while the other manages the queue, handles queries, and processes door sales. For events over 200, scale up.

SIA-licensed security: For events serving alcohol or with any crowd management risk, you need SIA-licensed security staff. This is a legal requirement in the UK for most licensed premises. Check with your venue about their requirements.

Briefing checklist: Before doors open, brief your door team on: how to use the scanner app, the guest list process, door pricing and payment methods, wristband or stamp system, capacity limits, emergency procedures, and how to handle common scenarios (lost tickets, underage attempts, aggressive behaviour).

Shift management: If your event runs longer than 4-5 hours, plan shift changes or breaks for door staff. Tired staff make mistakes and become less friendly.

For a full event staffing plan, see our event planning checklist.

For events where people might leave and re-enter (smoking areas, multi-room events, outdoor festivals), you need a re-entry system.

Wristbands: The most common solution. Issue a paper or Tyvek wristband after scanning the ticket. The wristband serves as proof of entry for the rest of the event. Different colours can distinguish ticket types (standard, VIP, staff).

Hand stamps: A cheaper alternative for smaller events. Use UV-reactive stamps that are invisible under normal light but glow under UV at the re-entry point. Stamps can smudge or wash off, so wristbands are more reliable.

Re-entry policy: Decide and communicate whether re-entry is allowed. Some events operate a no re-entry policy to manage capacity and prevent pass-outs (giving a wristband to someone outside). If you allow re-entry, check wristbands at every entry point.

VIP and access control: For events with VIP areas or backstage access, use a tiered wristband system. General admission gets one colour, VIP gets another, staff gets a third. Brief all security on which colour grants access to which areas.

For broader event operations planning, see our successful event guide.