Event check-in on the day
The least forgiving ten metres of any event.
There is a queue, the light is bad, the signal is gone and nobody wants to wait. Winglark’s event check-in is built for that, not for the demo.
Every product can show a green tick. The difference is what happens on the second scan, at the fourth door, with no signal, when the queue is twenty deep. That is what this page is about.
- inside
- 240 / 412
- Signal
- Online
- Queue
- 12
Illustrative example — invented names and figures, not customer data.
Try it. Then scan the same code again.
This is the real screen, with the real states. Nothing here is sent anywhere.
Door check-in is a paid upgrade on an event, or part of a Professional plan. It is not included in the free first event.
No rented terminals. The phone your team already has is the scanner.
Ready to scan
—
Point the camera at a guest’s code.
A working model of the door screen. Nothing here is sent anywhere.
Six things that go wrong
Six things that go wrong at a door.
The same code, twice
A QR is forwarded, a screenshot is shared, or somebody simply walks back in.
The second scan is flagged, never waved through. The operator records it as a refusal, a re-entry, or a supervisor’s decision — and the report keeps all three apart.
The signal goes
Venue wifi dies at doors; basements have no bars at all.
The list is on the device before doors open. Scanning continues offline all night, and the server re-checks every queued scan when the connection returns.
A guest with no code
The email never arrived, the phone is dead, or they were added an hour ago.
Search by name, confirm, admit — recorded as a walk-in against the same list, not a scribble in a margin.
A queue that stops moving
One difficult case at the front and forty people behind it.
Difficult cases are set aside for a supervisor without blocking the lane; every other scan is a second of green.
The wrong person scanning
Door staff with access to the whole account is an incident waiting for a name.
Door staff see the door screen and nothing else. A lost device is cut off centrally the moment it is reported.
A code seen by the wrong person
QR codes are screenshotted, forwarded, printed and left on tables. Anything written inside one is public.
The code carries an opaque token and nothing else — no name, no email, no event. Winglark stores only a keyed digest of it.
No signal
The door keeps scanning. The server decides afterwards.
Yes. Each device holds the guest list and scans against it while offline; admissions are queued and sent when the connection returns, and a conflict between two devices is shown to you rather than resolved silently.
- OnlineEvery scan checked on the server
- Signal lostThe phone switches to its own copy
- OfflineScans checked on the device, queued
- RestoredThe queue is sent
- SyncedEach admission re-checked; conflicts shown to a person
Several doors
Every door sees the same list.
A scan at one door shows at the others while the connection lasts. Each phone belongs to a named person and works the doors it was assigned to.
240 Checked in
- Main184Staff: Elif K.
- VIP39Staff: Deniz A.
- Press17Staff: Jonas W.
Illustrative example — invented names and figures, not customer data.
Supervisor approval
An exception is a decision, and a decision has a name.
A supervisor can admit an edge case — a re-entry, a revoked code, a guest with more companions than allowed. The approval is recorded with who decided, the reason, the door and the time.
Entry exception
- Guest
- Marta Ruiz
- Reason
- Already checked in — stepped out to the car
- First scan
- 19:42 · VIP door
- Approved by
- Deniz A., supervisor
✓ Re-entry approved
Illustrative example — invented names and figures, not customer data.
Inside the code
The code is a key,not a business card.
Codes are screenshotted, forwarded and left on tables. So the code carries an opaque token and nothing else, and Winglark keeps only a keyed digest of it.
Trust & Security Center →✕ A code that reads like a card
- Marta Ruiz
- marta.ruiz@press.example
- VIP · Autumn reception
✓ A Winglark code
8f2c…a91
Meaningless to anyone who reads it; checked on the server.
What the door is built to do
What the door is built to do.
- A phone is the scannerNo hardware to rent, charge or lose. Any phone your team already has.
- Works with no signalThe list lives on the device. Scan all night offline and sync when the connection returns.
- Says something twice is twiceA second scan is flagged, never waved through. Re-entry is a separate, deliberate action.
- A supervisor can decideEdge cases get an approved override — recorded with who approved it and why.
- Several doors at onceMain, VIP, press, hall B. Every device sees the others in real time.
- Nothing personal in the codeThe QR carries an opaque token. A screenshot of it reveals no name and no event.
Table and seat
The scanner says where to go next.
With a plan from SeatMap, the door screen shows each guest’s table and seat at check-in, offline too.
See SeatMap →Name badges
Admit the guest, then print the badge.
With BadgeDesk, door staff print a guest’s badge right after the scan, or guests check themselves in at a tablet kiosk, counted through the same door.
See BadgeDesk →Beyond the door
Every scan reaches the control room.
Check-ins at each door feed Event Control Room: arrivals against expected, the last hour, each door open or closed with its team, phones still waiting to sync, and double entries to review.
Questions
Do guests need an app for check-in?
No. They show the QR code from their invitation, on a phone or on paper, and a staff member’s phone is the scanner — nothing to rent, charge or install.
Does check-in work without internet?
Yes. Each device holds the guest list and scans against it while offline; admissions are queued and sent when the connection returns, and a conflict between two devices is shown to you rather than resolved silently.
What happens when the same code is scanned twice?
The screen says so, with the time, the door and the staff member of the first scan. Staff choose: refuse, record a re-entry, or admit with a supervisor’s approval — and each choice is recorded separately in the report.
Can someone who is not on the list be admitted?
Yes, if the staff member has the right to add guests at the door. The person is added there and then, marked as added at the door, and appears in the report among those who came without replying.
Can several doors run at the same time?
Yes. An event can have several doors, each with several devices, each tied to a named staff member. A code scanned at one door shows as scanned at the others in real time.
Keep the door moving.
Any phone, several doors, no signal, the second scan and the supervisor’s decision — all on the record the report is built from.