Named gates, re-entry, check-in by hand and a live count
Name your gates and choose whether people may go out and come back. Let someone in by name when their phone is dead. Watch how many have come in, by ticket type and by gate, while the event runs.
PLANSEvery plan
The problem it solves
- Nobody knows how many people are inside until someone counts the chairs.
- A parent's phone dies at the gate and the volunteer has no way to check the ticket.
- People step out for food and are turned away when they come back.
- After the event nobody can say which gate was crowded or who let whom in.
How it works
- On the event's Gate and Counter tab, add the gates by name (Gate 1, Main entrance, VIP door). Tick Re-entry if people may go out and come back.
- At the gate, each volunteer picks the session and taps the gate they stand at under The gate I am at. Every scan then records that gate.
- With re-entry on, the scanner shows Coming in and Going out. Scan Going out when someone leaves; their next scan lets them back in.
- For a dead phone, tap Find a ticket and type at least 3 letters or digits of a name, mobile number, order or ticket number. Tap Check in by hand and type why.
- The scanner's top line shows the count, for example 152 / 600 in. Count on a session shows Expected, Came in and Inside now, by ticket type and by gate.
Everything it does
Gates
- As many named gates per event as you need, in the order you set; a gate can be switched off
- Each scan records its gate, who scanned and the time
- A ticket counts at the gate of its first entry
- Gates are copied with the event (Scale)
Re-entry
- Off to start with: a ticket that came in cannot come in again
- On: Going out marks the ticket Gone out; the next scan lets it back in
- Going out for a ticket that is not inside answers Not inside
- With re-entry on, the count also shows Inside now
Check-in by hand
- Find a ticket searches the session by attendee or buyer name, mobile number, order number or ticket number (at least 3 characters)
- The gate sees the holder's name, the buyer's name, the order and the last four digits of the mobile, never more
- A reason is required (phone dead, showed ID) and kept in the scan log
- On the web: open the ticket, Check in by Hand, choose the gate and the direction, and give the reason
- A free registration cannot be checked in, even by hand
The live count
- On the scanner: came in out of expected
- Count on a session in the app: Expected, Came in, Inside now, By ticket type and By gate. It is for those at the gate of the event
- On the web: the Sessions tab columns Expected, Came in and Inside Now, and Live Count opening the tickets by state, type and gate
- Tickets let in twice by two phones without signal are counted and shown
Who uses it
Gate staffPick their gate, scan in and out, find tickets and check in by hand.
Event organiserNames the gates, sets re-entry, watches the count and reads the reasons in the scan log.
Event managerSees every event's count and scan log.
Where you use it
- The SmartMy Events app and the Gate app: Gate (scanner, Find a ticket, count) and Events (session, gate, Count). Built and in testing, not in the app stores yet
- Web: the event's Gate and Counter tab, the Sessions tab, Check in by Hand on a ticket, Events > Check-ins
- Not built: a big-screen display of the count for the hall
What you control
Settings
- Gates: per event, none to start with (scans then carry no gate)
- Re-entry: per event, off to start with
- Gates Open at: per session
Questions
Can someone come in without their phone?
Yes. Gate staff find the ticket by name, mobile, order or ticket number and check it in by hand with a reason. Check the name, and an ID if you ask for it.Can people go out and come back?
Only if Re-entry is ticked on the event. Then the gate scans them out and back in, and the count shows how many are inside now.Does the count work without signal?
The phone counts its own scans from its list. The full count by gate and type needs signal, and it catches up when the phone sends its scans.Who sees why a ticket was checked in by hand?
The organisers and event managers, in Events > Check-ins with the filter By Hand.Related features
AT THE GATEQR tickets checked in at the gateEvery paid or complimentary ticket carries a QR code. Gate staff scan it with a phone; the screen turns green with the name and seat, or red with the reason. Each ticket lets one person in, once.PHONE APPSThe Gate app for gate volunteers, working without signalSmartMy Events Gate is the gate alone, for phones you hand to volunteers: scan, find a ticket, check in by hand and see the count. It keeps scanning when the signal drops and sends the scans when it is back. Nothing else is in it.AT THE GATEOrganisers and gate staff named per eventEach event names its organisers, gate staff and counter sellers. Each person sees only the events they are named on, and only what their job needs. Gate staff see tickets but no money, and sellers see only their own sales.REPORTSSales, money and attendance reportsSee what sold, what was collected and who came, by event, session and ticket type. Each event also has a Figures tab with what is left, and organisers see only their own events.PHONE APPSThe SmartMy Events app for buyers and staffOne app for both sides. Buyers find events, buy with the seat map and keep their tickets on the phone. Staff check tickets in, sell at the counter, hand over add-ons, give complimentary tickets and decide stall applications, each as their role allows.
See your next event on it.
Tell us what you are running, how many people come and how you sell today. We will set up the event with you on SmartMy Events.