How to Use Attendance Verification

The Attendance Verification page is a dedicated tool for security staff and greeters to verify guests at your event entrance. Using QR code scanning or manual lookup, you can quickly confirm guest identity and track who has arrived.

This guide is for security staff and event personnel using the verification page at the event entrance.

Setting Up Attendance Verification

Before using this feature, the event organizer must enable it from the Check-in tab of the event dashboard. See the Door check-in section in the customization guide for details.

For Event Organizers

1. Click Invitation in the sidebar and open the Check-in tab
2. Under Staff password, click "Set password" — type one or click "Generate" for a ready-made one (minimum 6 characters)
3. Flip the Door check-in switch on
4. Under Check-in page for door staff, click "Copy link" (or let staff scan the small QR code to open the page on their phones)
5. Share the link and password with your security team

Once check-in is on, the same tab shows Arrivals live: how many parties and guests are in versus expected, and the most recent check-ins as they happen. Changing the password later signs out every device currently logged in to the check-in page.

Working the door from the dashboard

You don't need the staff page yourself. With check-in on, the Check in guests block at the top of the tab lets you search the confirmed list (by name, email, phone or the short code on a guest's invitation), filter to Not yet in / Checked in, and tap Check in on a party — or open People to tick each named guest individually. Undo reverses a mistaken check-in. Scan code opens your device camera to read a guest's entry QR code directly.

Opening the Check-in Page

For Door Staff

1. Open the check-in link the organizer gave you (or scan the small QR code on their Check-in tab)
2. Type the staff password — the eye icon shows what you typed, which helps with long generated passwords
3. Tap "Open check-in"

The page remembers you on that phone for 24 hours, so a refresh or an accidental tab close takes you straight back to the list. A green "Live" pill in the header means the page is receiving arrivals from every other door in real time; while the connection is being restored it reads "Reconnecting" and you can keep working.

Signing Out

Tap the ⋮ menu in the top-right corner and choose "Sign out". The same menu has "Refresh list" if you ever want to force a reload of the guest list.

Understanding the Screen

Everything you need is on one screen — there is nothing to open or toggle:

Arrival counter

At the top, "25 of 90 guests in" and a progress bar show how many people have arrived versus how many are expected, with the parties count beside it. The counter moves live as any device checks people in.

Recent arrivals

When other doors (or the organizer from the dashboard) check someone in, a small green chip with their name and the time slides in under the counter. It is a quiet log, not a pop-up — nothing interrupts what you are doing.

Search and filters

The search box is always visible. Below it, the All / Not yet in / In chips carry live counts, so you can see at a glance how many parties are still expected.

The guest list

Every confirmed party is a row: the name, the party size (or "2 of 4 in" for parties with named guests), and — once they are in — the time they arrived. Rows that are in turn green with a check mark; a half-filled circle means only some of a named party has arrived.

Scan code

The big "Scan code" button at the bottom of the screen opens the camera full-screen.

Verifying Guests with QR Codes

The fastest way to check guests in is by scanning their entry codes.

How to Scan

1. Tap "Scan code"
2. Allow camera access when prompted (once per phone)
3. Point the camera at the guest's QR code — there is a torch button for dark entrances
4. The code is read automatically and the party slides up from the bottom of the screen

Codes that are not Fotify entry codes, or belong to another event, show a short notice at the bottom of the camera view and the scanner keeps running.

After Scanning

What you see depends on how the organizer has set up the invitation.

Simple mode (no guest names collected) — the party sheet shows:

• A status band: "2 guests confirmed" for a party that has not arrived, or "Already in since 21:14" if they have
• The party name
• One big "Check in 2 guests" button — tap it and the band turns green: "All set - let them in"

Named-guest mode — when the organizer has enabled Collect Guest Names or is using seating, the sheet lists every person in the party individually:

• Each person has their own tappable row
• Tap a name to check that person in — the row turns green and shows the check-in time
• Tap again to undo (handy if you tap the wrong person)
• "Check in everyone (3)" marks the whole party in one go for groups waved through together
• The band at the top shows progress ("2 of 3 people in")
• Anyone the party said is not coming (an invitation for three confirmed as one) is listed with a "Not coming" badge and cannot be checked in — the door admits what the RSVP says, just as a declined party cannot be checked in. If they show up anyway, the organizer updates the party's RSVP from the Guests page (raise the count or re-add the person) and they become checkable

Next Guest

Tap "Scan next" to go straight back to the camera for the next person in line, or "Done" to close the scanner and return to the list. The phone gives a short buzz on every successful check-in, so you can keep your eyes on the queue.

Manual Guest Lookup

If a guest doesn't have their QR code, look them up by name — the list is already on screen.

Searching for Guests

1. Tap the search box at the top and start typing:
   • Name (including the names of their plus-ones)
   • Email
   • Phone number
   • The short code printed under the QR on their invitation
2. The list narrows as you type. Accents don't matter — "jose" finds "José"
3. Use the All / Not yet in / In chips to narrow the list — handy near the end of the night to see who is still expected
4. If only one party matches, pressing Enter on the keyboard opens it straight away

Checking In from the List

• A party without named guests has a "Check in" button right on its row — one tap and they are in, no extra screen
• A party with named guests shows "0 of 3 in"; tap the row to open the sheet and tick people individually
• A party that is already in shows the arrival time on its row; tap it if you need to undo

Marking Guests as Attended

Whether a party came from a scan or from the list, the sheet works the same way:

Simple mode

1. Check the number of guests in the band ("2 guests confirmed") against who is standing in front of you
2. Tap "Check in 2 guests" — the band turns green
3. Marked the wrong party? Open them again and tap "Undo check-in" under their name

Named-guest mode

1. Review the list of individual names
2. Tap each person as they walk through the door — the row turns green and records the time
3. Tap a checked-in name again to undo a mistake
4. Use "Check in everyone" when the full group arrives together

The party is marked as attended in the dashboard as soon as any person in it is checked in, but the organizer can see exactly who arrived thanks to the per-person timestamps. An "Attended at the Door" stat on their dashboard shows the total individuals (not just parties) checked in.

Already Checked In

Scanning a code (or opening a party) that is already in shows an amber band with the arrival time — "Already in since 21:14" — instead of another check-in button. That is your cue that the code was used before: either the guest stepped out and came back, or someone else is holding their code. There is no way to check the same party in twice by accident.

Recent Arrivals

Under the arrival counter, a row of green chips shows the last few people checked in from any device, each with the time. It updates the moment a colleague at another entrance (or the organizer from the dashboard) checks someone in, and an undo removes the chip again.

Use it to confirm a check-in went through, or to spot a party that was just admitted at the other door when they turn up at yours.

Tips for Event Day

Before the Event

• Test the verification page and your device's camera
• Ensure good lighting at the entrance for QR scanning
• Have the password saved and ready
• Charge your device fully

During the Event

• Keep the page open - the "Live" pill shows you're connected, and the page keeps the screen awake while you work
• Use QR scanning for speed when possible
• Fall back to search when guests can't find their QR code - the list is always on screen
• Check the guest count in the band against the people in front of you before tapping check in

Handling Issues

• Guest not found: Ask them to spell their name or provide their email
• QR code won't scan: Try manual lookup instead
• Wrong number of guests: Verify with the guest before marking attendance
• Connection lost: The header shows "Reconnecting"; the page picks up where it left off and reloads the list by itself. Use ⋮ → Refresh list if you want to be sure
• Asked for the password again: The organizer changed the staff password or switched check-in off - get the current password from them and sign in again

Frequently Asked Questions

Q: Where do guests get their QR codes? A: Once a guest accepts, an Entry section with their personal QR code appears on their invitation (their RSVP link), where they can save it to their phone. Three days before the event, the automatic pre-event reminder email also includes the code and its short fallback, unless the organizer switched that off in the reminder's settings.

Q: What if a guest shows up who isn't on the list? A: They may not have RSVPed or may be a plus-one. Check with the event organizer or ask the guest to RSVP on the spot if possible.

Q: Can multiple staff members use the verification page at once? A: Yes, multiple devices can be logged in with the same password. This is useful for events with multiple entrances.

Q: Does this work offline? A: No, an internet connection is required to verify guests and record attendance. The "Live" indicator confirms you're connected.

Q: What happens if I mark the wrong guest as attended? A: In named-guest mode, just tap the same row again to undo the check-in. In simple mode, open the party again (tap its row or rescan) and tap Undo check-in. The organizer can also undo any check-in from the Check-in tab of their dashboard.

Q: A party of 4 arrives but only 2 people actually came. What do I do? A: If the organizer has enabled Collect Guest Names, tap only the two people who actually showed up. The party's status flips to "Attended" but the dashboard records exactly 2 individuals at the door, not 4. In simple mode (no guest names), you can only mark the whole party as attended — raise this with the organizer if accurate per-person counts matter.

Q: Can I see who has already arrived? A: Yes — the counter at the top shows how many parties and guests are in, the In / Not yet in chips filter the list, and recent arrivals from every door appear under the counter. The organizer sees the same arrivals live in the Check-in tab of their dashboard.

Q: Do I need a special app? A: No, the verification page works in any mobile browser. No app installation required.

Q: What if the camera won't open? A: Check that you've granted camera permissions in your browser settings. Try refreshing the page or using a different browser.

Q: Can guests be checked in more than once? A: No. Re-scanning a party shows its current state: in simple mode an amber "Already in since …" band with the arrival time, in named-guest mode the list of exactly who has arrived (green rows with timestamps) so you can finish checking in anyone who hasn't.

Q: What does "2 guests confirmed" mean? A: How many people the guest said would be attending (including themselves and any plus-ones). The check-in button repeats the number so you can compare it with who actually turned up.

Q: What's the difference between simple and named-guest mode? A: It depends on what the organizer turned on:

• Simple mode — the organizer didn't enable Collect Guest Names. You check in the whole party with one tap. Good for casual events.
• Named-guest mode — the organizer collected each attendee's name during RSVP. You tick each person individually as they arrive, and the organizer sees accurate per-person arrival times. Good for weddings, corporate events, or anywhere knowing exactly who showed up matters.