Manual check-in/out and undo

When the door scanner is down, a guest is scanned by mistake, or a dispute erupts at the door, you — the organizer — can intervene directly from the CMS to override the check-in result. Three manual actions sit in the per-guest action menu of the guest table:

• Manual check-in — records an entry for a guest when the scanner cannot.
• Manual check-out — records an exit for a guest who is already inside.
• Undo check-in — wipes all entry/exit traces for a guest (use after a wrong scan).

These actions are only available while the event is running (before the scheduled end time). After the event ends you can no longer override anything — only export the CSV for the record.

Note

These three actions require organizer privileges on the event. Door scanners do not see these options — only an organizer signed in to the CMS can use them.

Where to find them

Open the guest table from the event detail page at app.qrs.com.vn, under Guests. On each guest row, click the three-dot icon at the end of the row to open the action menu.

The menu shows different options depending on the guest’s current state:

Guest state	Items shown in the menu
Not checked in	Manual check-in
Checked in, not checked out	Manual check-out, Undo check-in
Checked out	Undo check-in

When to use which action

• Guest arrives but the scanner is broken / out of battery / offline for too long — use Manual check-in so the guest is not stuck at the door. The system locates the guest’s active ticket and records the entry immediately.
• Your event has check-out enabled and a guest is leaving but the scanner cannot read the ticket — use Manual check-out to mark the guest as having left.
• Wrong scan (for example, the staff member accidentally scanned someone else’s ticket, or the guest never actually arrived) — use Undo check-in to clear the entry/exit and return the guest to the original “not checked in” state.
• Door dispute — a guest insists they already entered but the door staff cannot find their name; first check the guest list, undo the check-in if it was a mistake, or manually check the guest in if they genuinely have not entered yet.

Caution

Undo removes all entry/exit traces for the guest — it does not just flip a status flag. Only use it when you are certain the prior scan was a mistake, because once undone there is no historical record of that scan left.

Manual check-in

Use when the door scanner is not working or cannot read a guest’s ticket.

1. Sign in to the CMS at app.qrs.com.vn and open the event.
2. Go to the Guests section.
3. Find the guest to check in (use the search box by name or email).
4. Click the three-dot icon at the end of that guest’s row.
5. Choose Manual check-in (the item with the sign-in arrow icon).
6. Wait for the confirmation toast — the guest is now marked checked in with the current time.

Tip

This action respects the same check-in time window you configured for the event. If the event has not opened yet or has already closed for check-in, the action is blocked and you will see a reason message (for example, “check-in has not started yet”).

A manual check-in is recorded with the manual check-in method, which distinguishes it from QR scans performed at the door. When you export the CSV later, you can still see clearly which entries came from the scanner and which ones you recorded manually.

Manual check-out

Use when your event has check-out enabled and you need to record a guest’s exit.

1. Open the event at app.qrs.com.vn and go to Guests.
2. Find the guest who is currently checked in (not yet checked out).
3. Click the three-dot icon at the end of the row.
4. Choose Check-out (the item with the sign-out arrow icon).
5. Wait for the confirmation toast — the guest’s status switches to checked out with the current time.

Note

The Check-out option only appears when your event has check-out enabled and the guest is currently checked in. If you do not see this option, your event most likely does not use check-out — you do not need to check anyone out.

Undo a check-in (clear the entry/exit)

Use when a guest was scanned by mistake and you want to completely remove that check-in, returning the guest to their original not-checked-in state.

1. Open the event at app.qrs.com.vn and go to Guests.
2. Find the guest who was scanned in error (currently checked in or checked out).
3. Click the three-dot icon at the end of the row.
4. Choose Undo check-in (the item with the undo-arrow icon, shown in red).
5. A confirmation dialog appears, showing the guest’s name and a warning that the action cannot be undone.
6. Click the confirm button (red) to permanently remove that check-in.

Danger

Once you confirm, all entry/exit information for the guest (time, door, scanner) is wiped and cannot be recovered. The guest returns to the not-checked-in state. Double-check the guest name in the confirmation dialog before clicking the button.

Note

On walk-in companion events, undoing a primary guest’s check-in clears the whole party: the companions’ check-ins are deleted and their e-tickets revert to the sent state, so the entire party returns to not-checked-in together. On ticketed events — where companions hold their own QR codes — companions are cleared individually, and clearing a companion’s own row clears just that row.

Undo is the right action when:

• A staff member accidentally scanned someone else’s ticket.
• A guest was scanned in but never actually arrived (for example, a duplicate-name ticket).
• You want to clean up the result before reopening the door for the next wave of guests.

Tip

After undoing, if the guest genuinely arrives later, you can manually check them in again — the new entry is recorded with the current time.

Important notes

• Every override action (check-in, check-out, undo) is written to the event’s audit log, with the timestamp and the account that performed it. You can always trace who changed what and when.
• When a guest is already checked in, performing manual check-in again is rejected and the system reports “guest already checked in”. To re-record, undo first, or — if your event has check-out enabled — use the check-out action.
• After the event ends, all three actions are locked. At that point you can only view and export data, not modify it.

Next steps

Edge cases at the door

How to handle situations like guest re-entry, duplicate tickets, or lost tickets. See Edge cases.

Troubleshooting

Scanner will not sign in, guest not found, mismatched counts. See Troubleshooting.