🙋‍♂️ Who can manage entrances?

• Office staff: Workspace owner, Editor
• Co-organizers: Editor

Field staff with Scan permissions can scan tickets within entrances through the Backstage app, but cannot configure entrances.

Managing a multi-day event, separate doors, or dedicated VIP areas? With Entrances, you can control where and when each ticket type can be scanned.

Set up your entrances in Backstage, assign the right ticket types, and let your team manage access directly from the Backstage app on event day.

In this article

• Before you start
• Set up entrances for your event
• Manage entrances on event day

Before you start

What are entrances, and when should you use them?

An entrance is a way to organize ticket access for your event. Each entrance has its own ticket types, validity period, and scan count, allowing you to manage access separately.

Entrances are particularly useful for:

• Multi-day events: Create one entrance per day so multi-day passes can be scanned on each day.
• Separate doors: Assign specific ticket types to different doors, such as Main entrance or VIP entrance.
• Dedicated access areas: Control which ticket types can access a VIP area or another restricted zone.
• Specific access windows: Set different scanning periods for early entry or time-based access.

💡 Most events don't need entrances.

If your event has a single access point and no special scanning rules, you can use the default setup. Ticket validity periods and verification messages are managed directly in Edit ticket type > Access control.

[Screenshot: Ticket type form with Access control settings]

Prerequisites

Before creating your entrances, make sure you have:

• Created your event and ticket types.
• Identified the doors, days, or access areas you want to manage.
• Defined the access times for each entrance.

You can always add more ticket types later.

⚠️ Every ticket type must be assigned to at least one entrance. Otherwise, tickets from that ticket type will be rejected when scanned.

Set up entrances for your event

⚠️ Entrances are created and managed from Backstage. You cannot change their configuration from the Backstage app.

Create an entrance

1. Log in to Backstage.
2. Go to Onsite operations > Entrances.
3. Select your event in the top-right corner.
4. Click Add entrance.
5. Enter an entrance name, such as "Friday", "Main entrance", or "VIP".

Choose a short, recognizable name. Your team will see it in the Backstage app when selecting where to scan tickets.

6. Choose your entrance's validity period:

• Default: Uses your event's start and end dates.
• Custom: Lets you define a specific start and end date and time.

7. Click Next.

💡 Each entrance has its own validity period. This period applies to all ticket types assigned to the entrance by default.

[Screenshot: Create entrance screen with name and validity period]

Assign ticket types to entrances

Next, choose which ticket types can be scanned at this entrance.

1. Select the relevant ticket types.
2. Click Add entrance to save your configuration.
3. Repeat these steps for any additional entrances.

A ticket type can belong to multiple entrances, depending on how you want participants to access your event.

[Screenshot: Ticket type selection when creating an entrance]

⚠️ Check that all ticket types are assigned. If some ticket types aren't assigned to any entrance, Backstage displays a warning banner. Click View ticket types to identify and assign them before your event.

[Screenshot: Warning banner for unassigned ticket types]

💡 You can also access the Entrances page from the Access control section of a ticket type.

Customize validity periods and verification messages

Need to apply different access rules to specific ticket types? You can customize them within each entrance.

1. Go to Onsite operations > Entrances.
2. Open the entrance you want to edit.
3. Select the relevant ticket type.
4. Click Edit ticket type.

You can customize two settings:

• Validity period: Define when this ticket type can be scanned at this entrance. For example, allow early-entry tickets to be scanned an hour before general admission opens.
• Verification message: Display a reminder to your scanning team when the ticket is scanned. For example, "Check student ID" for discounted student tickets.

[Screenshot: Ticket type settings with validity period and verification message]

💡 Where can you edit these settings?

Once an event uses entrances, validity periods and verification messages are managed from the Entrances page, not from the regular ticket type settings.

Add ticket types later

Need to add another ticket type after setting up your entrances? You can do this at any time.

When creating a new ticket type, you'll find an Entrances section in the ticket type form.

1. Open the ticket type form.
2. Go to the Entrances section.
3. Select the entrance or entrances where the ticket should be valid.
4. Click Save.

⚠️ Make sure you select the correct entrances.

Every new ticket type must be assigned to at least one entrance before it can be saved. Check the selection carefully to avoid access issues on event day.

[Screenshot: Entrances section in the ticket type form]

Manage entrances on event day

Once your entrances are configured, your team can select where to scan tickets directly from the Backstage app.

Select entrances to scan in the Backstage app

Before opening the doors, each team member should select the entrance or entrances they're responsible for.

1. Open the Backstage app.
2. Go to Scan.
3. Tap the entrance name in the top-right corner.
4. Select the entrance or entrances you want to scan.
5. Tap Open scan.

Your device is now ready to scan tickets for the selected entrances.

If an entrance is outside its validity period, the app displays an indication to help your team identify that the entrance is not currently open for scanning.

[Screenshot: Entrance selection in the Backstage app]

💡 One device can scan multiple entrances.

For example, if general admission and VIP guests share the same door, you can select both entrances on the same phone.

Each entrance has its own scan count, meaning a ticket assigned to several entrances can be validated once per entrance.

Understand scan results

When a ticket is scanned, the Backstage app displays a result indicating whether the ticket is valid, already scanned, or requires an additional check.

👉 Understand ticket scan results to learn what each result means and how to handle it at the door.

Update your entrance configuration during the event

Need to adjust your setup after doors open? You can still make changes from Backstage.

Go to Onsite operations > Entrances, select your event, and open the entrance you want to update.

You can:

• Create new entrances and assign ticket types.
• Add ticket types to existing entrances.
• Change validity periods for entrances or individual ticket types.
• Update verification messages for your scanning team.

⚠️ Be careful when testing or scanning tickets.

Once a ticket has been scanned at an entrance, the validation is recorded. This means:

• You cannot delete an entrance if tickets have already been scanned there.
• You cannot remove a ticket type from an entrance if tickets of that type have already been scanned there.

You can still add ticket types to other entrances or update their access settings. Previously recorded scans will always be preserved.