Your PrivePas setup is complete. The event is tomorrow. Here is what to do the day before and on the day so the gate runs without incident.
The night before
Prepare the event on every scanner phone. This is the step people skip and then regret. Preparing an event downloads your full guest list onto that specific phone. Once it is done, that phone can scan with no network at all. Do it at home or in the office while you still have a good connection, not in the venue car park while guests are arriving.
Test every scanner link on the phone that will actually use it. Not your phone. The staff member's phone. Open the link, scan a test card, confirm you see the green result. If you get a camera error, open the phone's browser settings and allow camera access for the site.
Have staff open the link in Chrome or Safari and bookmark it. WhatsApp sometimes opens links in its own preview browser, which may not have camera access and will not hold your prepared guest list reliably. Open it in the real browser once and bookmark it there.
Charge everything and bring a power bank. A scanner phone at four percent battery two hours into arrivals is the most common way a gate stops working.
On event day
Open scanners fifteen minutes before doors. Staff should have the scanner open and tested before the first guest walks up. A scanner that is "not working" at the moment of the first scan is usually just a camera permission nobody granted.
Keep your dashboard open on your phone. Watch arrivals as they happen. If the count stops moving while guests are clearly still arriving, message your gate team immediately. Either a phone died or a staff member stopped scanning.
The four problems that actually come up
"The QR code will not scan." Ask the guest to turn their screen brightness up. In bright sun a dim screen is unreadable to the camera. If it still will not read, search the guest by name on the scanner screen and check them in manually.
"It says already checked in." The code was used before. Ask the guest what time they arrived. If they are certain they have not been in yet, the code was shared. Hold the guest politely, move them aside so the queue keeps flowing, and call your coordinator. Do not argue at the gate.
"Invalid code." This person is not on the list. Do not let them through the main gate. Send them to your secondary station where someone can check the full guest list properly, away from the queue.
"My phone has lost internet." Keep scanning. As long as that phone was prepared before the event, every scan is recorded on the device and syncs to your dashboard the moment a connection comes back. Nothing is lost and nothing needs reconciling manually. One thing to know: while a phone is offline it can only see its own scans, so if you are running more than one gate offline at the same time, a shared code could get through at a second gate and will be flagged when the devices reconnect. If your network is unstable and you are running multiple gates, keep at least one gate online where possible.
After entry closes
Go to your Results page and download the attendance report. It is a PDF with the full check-in record, staff scan counts and your arrival pattern. Send it to your client or keep it for your own planning. If any of your gates ran offline, wait until every scanner phone has reconnected and synced before you download, so the report is complete.