Tips for a smooth entry for small events

doo offers a suitable entry solution for every event size. For small events with few attendees, check-in can be handled easily using the tickets sent by doo, a smartphone or tablet, and the doo online attendee overview. For events with many attendees and/or special requirements, such as on-site printing of name badges or multiple check-ins for side events, we recommend other entry solutions. You can find an overview of the different options here.

In this article, we provide tips for smooth entry at smaller events with a manageable number of attendees, which are available to every doo user.

1. Preparation: Check the participant list & bring your laptop

On the day of the event, check your doo attendee overview to see how many attendees to expect. Depending on your on-site entry plan, you can:

• Scan the QR codes on the tickets or wallets with a smartphone and check in attendees via the check-in page.
• Check in attendees directly in the doo attendee overview. We recommend using a laptop for this.
• Download the Excel attendee list and print it to manually check off guests. You can add the check-ins to the attendee overview after the event if needed.

What you should have available on-site:

• Smartphone for scanning tickets
• Laptop/tablet for the doo participant overview
• Charging cable
• Equipment for Wi-Fi or mobile internet
• Printed attendee list (also a good backup in case of internet outages)

2. Check-in by Scanning Tickets

If you have activated PDF tickets and wallets for your event, your attendees should present them on their smartphones or bring printed copies to the event. The QR code included on every doo ticket and wallet can be scanned at the entrance using a smartphone or tablet and most camera apps, or alternatively, any QR code scanning app.

The QR code links to the doo check-in page, where the ticket details are displayed and their validity is checked. By clicking the corresponding button, you can check the person in, which simultaneously validates the ticket to prevent multiple uses. Further information about tickets and QR codes can be found here.

For smooth entry, please note the following:

• The check-in page for validating tickets will only be activated 24 hours before the event begins to prevent accidental validation by attendees beforehand and to ensure data security. It will be available until the end of the event.
• Please ensure you have an internet connection at the venue. Ideally, use Wi-Fi instead of mobile data to ensure the doo check-in page loads quickly. Keep in mind that mobile connections can become overloaded when many people are in the same location.
• Depending on the number of attendees, use multiple mobile devices with charged batteries on-site to avoid queues and outages.
• If an attendee has forgotten their ticket, you can access their information via the online attendee overview and check them in manually. You can also check attendees out from the online attendee overview, which will reactivate their ticket and reset their previous check-in, including the corresponding timestamp. You can find all the information about this in our article on the attendee overview.
• If a participant has not yet received their ticket because they have not yet paid their invoice or have paid it late, it is up to you to decide whether they can still participate or not. Many event organizers in this case will ask to see the payment receipt, which proves that the transfer to doo has already been made but not yet confirmed, and may then allow the person to participate if everything checks out. doo will subsequently confirm receipt of payment once the amount has been credited to our account. You can find all the information on how to handle unpaid bookings in this article.

3. Optional: Customized Check-in Confirmation Page for Printing Name Badges

Upon request, the page displayed after successful check-in can be customized for you. This allows it to be used as a template for printing name badges on-site or to display specific participant information. If you are interested, please contact your doo representative or upgrade@doo.net. Your customized template will then be created according to your requirements and saved for you in the “Tickets and Documents” settings under “Template for Confirmation Page After Check-in.”

4. On-Site Registration / Box Office

If attendees wish to register on-site, you could display a QR code at the entrance that leads to the registration page, allowing your visitors to register themselves. In this case, please ensure that you extend the registration period accordingly in the ticket category settings of your doo event.

Alternatively, you can manually sign up unregistered attendees using your doo Event Manager on your laptop or tablet. If the attendee is already known to you and their information is stored in your doo contact center, you can save time and begin the manual registration from the contact details page, so that the data is pre-filled during the booking process.

If it is a paid event, we recommend selecting “Own payment processing” in step 3 for attendees paying in cash on-site. If you select the option to have an invoice sent to the customer via email as proof of payment when completing manual registration, you don’t need to issue a separate receipt for cash payments, saving you paperwork on-site.

Important: Manual registrations are only possible until the end of the event. After that, no more ticket buyers can be registered, and no more invoices can be generated.

5. Evaluation

Voided tickets are listed as “checked in” in the online attendee overview and in the Excel attendee list with the corresponding check-in time. This allows you to check who is/was present at any time during or after your event. To view the current status during the check-in period, please refresh the view in your browser beforehand.