Event check-in
Event registration and QR check-in that runs from a phone
Register attendees, send each one a QR pass on WhatsApp, and admit them at the gate by scanning with a phone camera. Duplicate and wrong-show passes are rejected on the spot.
- QR passes on WhatsApp
- Phone-camera gate scanning
- Duplicate detection
- Scratch-card prizes
- Several shows per event
- Nothing to install at the venue
Overview
What is our event check-in app?
An event check-in app replaces paper tickets and printed lists at the gate. Ours covers the whole path: the organiser registers attendees, each attendee gets a QR code event pass on WhatsApp, and gate staff scan passes with a phone camera. Duplicate and wrong-show passes are rejected on the spot, and every scan is logged.
It is an attendee check-in system that runs as a hosted app, so there is nothing to install at the venue and attendees do not need an app. One event can have several shows, each with its own capacity and seat numbers, and the organiser sees issued, admitted and remaining counts live. Passes can also work as a scratch card ticket, revealing a prize set by the organiser. It suits concert and cultural event entry management across Kerala and India.
How it works
From registration to the gate
Register attendees
The organiser registers each attendee for a show with a name and a phone number, an email address, or both.
Allocate seats
Seat numbers are assigned per show, within each show's capacity.
Issue the pass
Every pass gets a unique pass code and QR code, rendered as a ready-to-save image with the seat, artist, date and venue.
Send it on WhatsApp
The pass image goes to the attendee as a WhatsApp event ticket, sent through an approved message template.
Scan at the gate
Gate staff scan the QR with a phone camera, or type the pass code, and get an instant result.
At the gate
A gate scanning app that catches duplicates
Gate staff need a clear answer on every scan, even in a crowd and in poor light.
Phone camera scanning
Passes are scanned with the phone's camera, with manual code entry when a QR will not read.
Four clear results
Every scan returns admit, duplicate, wrong show or invalid, so a pass cannot be used twice or at the wrong show.
Sound and vibration
Each result comes with audible and vibration feedback.
Scan audit log
Every scan is recorded in an audit log.
For the organiser
Live counts and control for the organiser
Live admission counts
Capacity, issued, admitted and remaining counts update live for each show.
Search and edit passes
Find any pass and edit its details.
Several shows per event
One event can run several shows, each with its own capacity and seat numbers.
Event settings
Settings such as a cap on WhatsApp sends.
Prizes per pass
Set the scratch-card prize for each pass, the claim instructions and an optional claim phone number.
Nothing to install
It runs as a hosted app, so there is nothing to install at the venue.
Engagement
Scratch-card passes for sponsors and giveaways
A scratch-and-win event pass turns the ticket into a moment: use it for sponsor engagement, lucky-draw giveaways or surprise upgrades.
Open the pass link
Each pass link opens a scratch-card page showing the pass image and the claim instructions.
Scratch to reveal
The attendee scratches the card to reveal the prize assigned to that pass.
Revealed on the server, once
The reveal happens on the server in a single request, using a secret separate from the gate QR, so WhatsApp link previews or double taps cannot burn the reveal.
Gate QR stays clean
The gate QR never exposes the prize.
Claim the prize
The organiser sets the prize per pass, the claim instructions and an optional claim phone number.
Who it is for
Built for events with a gate and a guest list
Concerts
Seated shows where every pass maps to a seat and a show.
Cultural festivals
Multi-show programmes with separate capacity for each show.
Temple and community events
Registered entry for large gatherings, with passes on WhatsApp.
Conferences
Attendee registration and fast check-in at the door.
College fests
Entry for students and guests, scanned on staff phones.
FAQ
Frequently asked questions
Answers about passes, the gate, multiple shows, scratch-card prizes, ticket sales and setup.
Do attendees need to install an app?
No. The pass arrives on WhatsApp as an image the attendee can save and show at the gate. Gate staff use the hosted app on a phone, so nothing is installed at the venue either.
How are passes delivered?
Each pass is rendered as a ready-to-save image with the QR code, seat, artist, date and venue, and sent to the attendee on WhatsApp through an approved message template.
What stops a pass being used twice?
Every pass has a unique code. When a pass that has already been admitted is scanned again, the gate shows a duplicate result instead of admitting it. A pass for a different show is flagged as wrong show, and every scan is written to an audit log.
Can it handle several shows?
Yes. One event can have several shows, each with its own capacity and seat numbers, and a pass is valid only for its own show.
Can passes include a scratch-card prize?
Yes. Each pass link opens a scratch-card page with the pass image and claim instructions, and the attendee scratches to reveal the prize assigned to that pass. The reveal happens on the server in a single request, using a secret separate from the gate QR, so WhatsApp link previews or double taps cannot burn it, and the gate QR never exposes the prize. The organiser sets the prize per pass, the claim instructions and an optional claim phone number.
Can we sell tickets online?
Not in the system as built: passes were issued by the organiser, not sold online. Online payment can be added using the payment integrations we built for StoreBase, but it was not part of this system.
How quickly can it be set up?
It runs on our hosted platform, so there is nothing to install at the venue. The setup time depends on your shows, seating and WhatsApp template approval, so tell us your event date early and we will confirm a timeline.
Running an event with a gate and a guest list?
Tell us about your shows, seating and dates, and we will set up registration, WhatsApp passes and gate check-in.