Door check-in

Door check-in is the page your door staff open on a phone on the night. It scans the QR code on a guest's ticket, or takes the ticket number typed in, and answers with a large green Admitted or a red refusal that says why. Each ticket admits once, from any phone, and a mistaken admit can be undone for five minutes by the person who made it.

Print this page for the door if it helps. Door check-in is on both dashboards with the same behaviour: on the classic dashboard at app.captifi.io under Events then Door check-in, and on my.captifi.io under Events then Door, or from the Door button on an event. Where the two pages word a button differently, this guide gives the classic label first and the my.captifi.io label in brackets: Scan a ticket (Scan QR), Admit for a typed number (Check in), and the last door list filter Everything (All).

Who can work the door

• The account holder, always.
• A team member with the Scan and check in at the door or till permission. See Team members.
• Buyer names show only to team members who also have View guest data. Everyone else sees ticket and order numbers in their place.

Before doors open

1. On your phone, log in to the dashboard as usual and open Door check-in.
2. Pick the event at the top. The list holds events on sale, sold out or just finished, from yesterday onwards, with tonight's event chosen for you. If no event is listed, none is published for your venues yet.

If the event has a Door check-in opens time set, every scan before that time is refused with "Check-in opens at 19:00" until then.

Admitting a guest

Scan the QR code

1. Tap Scan a ticket (Scan QR on my.captifi.io) and allow the camera when the phone asks.
2. Point the camera at the QR code on the guest's phone or printout. The phone buzzes when it reads a code.
3. Read the result card. Tap Stop camera when you are done.

On the classic dashboard, camera scanning needs a recent Chrome or Safari. On my.captifi.io it works in Chrome on Android and on a desktop; on an iPhone, type the number. If the camera will not start on any device, type the number instead.

Type the ticket number

Every ticket carries its number under the QR code, in the form T-7F3K-9QPX. Type it in the box and tap Admit (Check in on my.captifi.io). Dashes and capitals do not matter.

Type the order number

A guest who has lost their phone can read out their order number, CF-7F3K9Q on their confirmation email. Type it in the same box and tap Admit (Check in on my.captifi.io). The page finds the order and filters the door list to its tickets so you can admit them from there.

Reading the result

Admitted, in green, shows the guest's first name (when you may see names), the ticket number and the ticket type. Let them in.

A refusal is red and says why. The wording below is the classic dashboard's:

The card says	What it means	What to do
Already checked in at 20:14 by Sam B	This ticket has been used. Sam admitted it at 20:14.	Do not admit a second person on it. If Sam made a mistake within the last five minutes, Sam can undo it.
This ticket is for [event], not this event	The QR belongs to another event at your venue.	Switch the picker to that event and scan again.
This ticket is for a different venue	The ticket was sold by another of your venues.	Check which venue the guest's event is at.
This ticket was refunded and no longer admits	The order was refunded.	Do not admit.
This ticket was cancelled and no longer admits	The order was cancelled.	Do not admit.
This ticket is void and no longer admits	The ticket was voided.	Do not admit.
The order behind this ticket is not paid	The checkout never completed.	Do not admit; the guest can buy again if tickets remain.
This event was cancelled	The event is cancelled.	Do not admit.
Check-in opens at 19:00	It is too early.	Try again at that time.
Not a ticket for this venue	Nothing matches the code.	Check the number and try again, or search the door list.

On my.captifi.io each refusal shows a short title above the sentence, and the wording differs in places: Not found above "No ticket matches that code." where the classic page says Not a ticket for this venue; Already checked in with the time and the staff name on rows beneath; "Check-in for this event opens at 19:00."; "This ticket was refunded, so it no longer admits."; and "The order behind this ticket is pending, not paid." The meaning and what to do are the same.

Tap Clear to dismiss the card and carry on.

Undo

Tap Undo on the result card, or beside the ticket under Recent admits, within five minutes of admitting it. The ticket becomes valid again and will admit once more. Only the person who admitted the ticket can undo it, and after five minutes the button disappears.

Counts and recent admits

Under the scanner, Admitted, Remaining and Total refresh every ten seconds while the page is open, so two phones on two doors see the same figures. Recent admits lists the last ten tickets admitted, with the time and who admitted each.

The door list

The Door list at the bottom holds every ticket on the event. Use it for a guest who arrives without their phone.

1. Search by name (if you may see names), order number or ticket number.
2. Choose what to show: Waiting and admitted, Waiting, Admitted or Everything (All on my.captifi.io).
3. Tap Admit on the guest's ticket.

When an order has more than one ticket still waiting, an Admit all button admits every waiting ticket on that order in one tap; it needs the View guest data permission, because it names the buyer. A ticket that cannot be admitted is listed with the reason.

Good to know

• Each ticket admits one person once, whichever phone scans it. Two phones scanning the same ticket at the same moment cannot both admit it; the second sees who got there first.
• Admitting a ticket marks the buyer's reservation for the event as attended, so review requests and follow-ups treat them as a real visit.
• If one phone scans too fast for too long, the page asks it to wait a moment. This stops a stuck scanner flooding the list.
• The shared demo account can browse this page but cannot check anyone in.