How to check in wedding guests with a QR, even without network
Updated:
Short answer
A gate agent opens the app, enters the gate PIN, and the guest list downloads to their phone. Each QR is verified on the phone with no network. If scanning fails, they type the card number or search by name. A card already used shows who entered and when.
Preparing before the day
- The host creates a gate link and PIN in the app.
- Gate agents open the link on their phones and enter the PIN.
- The phone downloads the guest list and verification keys. Do this where there is network.
- Test with two or three cards, including a paper one.
On the day
Point the camera at the QR. The whole screen turns green with the guest’s name and number allowed, amber if they already entered, or red if the card is not valid. Every state has an icon and a word, not colour alone.
| Result | Meaning | What to do |
|---|---|---|
| Green: Welcome in | Valid card, guest not yet in | Admit them |
| Amber: Already checked in | Card was scanned before | See who and when; the host can allow with a reason |
| Red: Invalid card | Replaced, for another event or bad signature | Search by name |
When the QR fails: fallbacks
- Type the card number, for example KH-4826.
- Search by name or the last four digits of the phone.
- For the committee or host: admit manually and write a reason; it is logged.
Common reasons a QR fails are low screen brightness, a low-quality screenshot, and a printed QR that is too small. Ask the guest to raise screen brightness. Our paper cards print the QR large enough with white space around it.
Several gate agents and syncing
Many phones can run at once. When network returns, scans sync to the server. If a guest is scanned on two phones, the earliest scan is accepted and the second is shown as a repeat.
Frequently asked questions
Does the app need network for every scan?
No. QR verification happens on the phone. Network is needed to download the list and to sync later.
What if a guest photographs another guest’s QR?
A QR admits once. If scanned again, the committee sees when it was first used.
What if a card is lost?
The host can issue a new card; the old one stops working.
Create your first card free during the pilot.