How do I check people in?

If you don't have the app installed and signed in yet, start with I was invited to work an event. How do I get in? and come back here once you're set up.

Already in? Open the Gaytherings Organizer app (Google, iOS), go to check-in, and point the camera at the QR code on someone's ticket.

Scanning

The app confirms the ticket and you're done. Tap next scan for the following person.

Codes come from a wallet pass, a PDF, an email, or a screenshot. All of them scan the same. If someone's screen is dim, ask them to turn the brightness up, which fixes more failed scans than anything else.

What the app tells you

Confirmed. They're in.

Already scanned. That code has been used. Usually it's someone forwarding one ticket to two people, or the same person coming back through. The app doesn't decide what to do about it, you do.

Red error. The code is wrong, or it belongs to a different event. Worth checking they're at the right event before anything else.

Checking someone in without the camera

The app also shows your full guest list, split into checked in and waiting. Open anyone on the waiting list and there's a check-in button right on their page.

That's often faster than scanning. Someone whose phone is dead, someone who can't find their email, a name you already know: find them, tap the button, done.

If a code won't scan

Search the guest list by the email they booked with or their order number, then check them in from their page.

A cracked screen, a very dim display, or a heavily compressed screenshot are the usual culprits.

Check-in works offline

Losing signal won't stop you scanning. What it stops is syncing.

If someone else is scanning on another phone, or a ticket is bought while you're offline, your app won't know about it until it reconnects. An occasional connection is enough to catch up. Worth stepping somewhere with signal every so often if you're running multiple scanners.

Tickets bought at the door

Anything sold through Tap to Pay at the event is checked in as part of the sale. No separate scan needed.

Watching your numbers

The guest list updates live, so you can see how full the room is without counting.

If something looks wrong

Ask the organizer. They can see the order on their side, resend a ticket, and sort out anything the app can't.

Updated on: 03/09/2026