Create and configure an event

The first step to using Event Check-in is creating the event and defining the door-entry rules. All of this happens on the CMS at app.qrs.com.vn and is done by organizers.

Create a new event

1. Sign in to the CMS at app.qrs.com.vn.
2. Go to Events and choose Create new event.
3. Fill in the basics: event name (up to 255 characters), date, location, and description (up to 5,000 characters). An event can span at most 30 days from start to end — for longer runs, split it into separate events.
4. Save to move on to the check-in configuration.

Tip

Quick fixes later don’t need the wizard: on the event page, the pencil next to the event title renames it in place (Enter saves, Escape cancels), and the pencil next to the date range opens the date picker inline. Locked events refuse inline edits — unlock first.

Note

Starting from a guest list instead? The events page’s Import guests CSV creates the event and its guests from a single file — see Manage the guest list.

Configure the check-in window

The system supports two window modes. Pick the one that matches your event format.

Mode 1: Fixed window

Use this for single-day events or events with one continuous opening period.

• Check-in start — the moment the door opens and scanning begins.
• Check-in end — the moment the door closes. After this, the scanner reports “window closed” and guests can no longer enter.

Example: for an event running 18:00 to 22:00, set start to 17:30 and end to 19:30 so guests arrive on time.

Mode 2: Daily schedule (multi-day events)

Use this for events spanning several days where each day has its own hours. The daily check-in schedule contains:

• A list of enabled days — only these days allow check-in.
• A separate check-in window for each day (start / end time).

When a door staff member scans, the system checks whether today is in the enabled-days list. If not, the scanner reports the “Day not enabled” state (see the Scan states reference).

Tip

Use the daily schedule for multi-day conferences, multi-day music festivals, or events with distinct showtimes.

Toggle each day on or off, and the all-day mode

Every day inside the event date range has its own toggle, so you can enable or disable each day independently — for example, open Friday and Saturday but close Sunday. The number of enabled days (e.g. “2/3 days enabled”) appears next to the schedule title so you can verify at a glance.

Each day row also has an All-day option. When turned on:

• The start/end time fields for that day are hidden.
• The system treats that day as open all day and does not apply any time limit to it when computing the check-out window.

Use All-day for days when the event is open continuously without sessions (exhibition halls, free-roam areas).

Set capacity

• Door capacity — the limit on how many guests can be inside at each door at the same time. When a door reaches its limit the scanner reports “Door full” and staff direct guests to wait or use another door.
• Set capacity based on the venue’s real space and safety regulations.

Configure companions

Events can admit companions alongside each primary guest. In the event wizard’s companions section you set:

• Companion allowance — the maximum number of companions a guest may bring. Set it to 0 to disable companions entirely (companion columns then disappear from guest forms and imports).
• Companion mode — how companions enter:
  • Own ticket — every companion is a real guest row with their own name and their own QR code; they check in individually.
  • Walk-in — companions ride on the primary’s ticket: one QR admits the whole party, and companions are admitted (and checked out) together with the primary at the door.
• Count only (walk-in mode) — track how many people ride along instead of who they are. Blank companions attach as a headcount: the guest table shows a static “+N” badge with no expansion, and the count stays editable after the fact (see Manage the guest list).
• Allow scanners to edit companions (walk-in mode) — lets door staff correct the party size at the door while scanning, without CMS access (see Scan a guest ticket). Ticketed companions can’t be edited at the door — they need a named guest and their own QR.

Note

Events that think in party totals can also switch the scanner’s display to ticket-count-only: the door shows one total-tickets number per party instead of separate ticket and companion counts — handy when the door only cares about headcount.

Configure guest registration

The Registration section lets you decide whether guests can self-register through the public registration page, set the open/close window for registration, and choose what happens when the event is full.

Turn public registration on or off

A Public registration toggle lets you:

• On — the registration page is visible to guests. Anyone can fill in their details and receive a ticket automatically.
• Off — the registration page is locked. Guests who reach the link see a “Registration is closed” notice instead of the sign-up form.

Note

By default, public registration is on. If you turn it off but the saved setting is missing or malformed, the system re-enables registration automatically so a guest who wants to sign up is never locked out by mistake.

Tip

Turn public registration off when you want a private guest list (invitation-only tickets, internal seats) instead of letting anyone self-register.

Registration open and close window

You can limit the window during which the registration page accepts new submissions:

• Registration opens — before this moment, the page shows a “not open yet” state.
• Registration closes — after this moment, the page shows a “closed” state and no longer accepts submissions.

Tip

Leave both fields blank to open registration immediately and never auto-close. The page stays available until you turn public registration off.

Example: tickets go on sale one month ahead. Set registration opens to 09:00 on the 1st of the month and registration closes to 23:59 the day before the event. The page will shut itself off on time without any manual action.

Event capacity and overselling

Beyond per-door capacity (see above), the event also has a total capacity — the total number of tickets issued. When registrations reach this number:

• By default, new registrations are placed on the waitlist (see below).
• If you turn on allow overselling, guests can keep registering until you turn the option off. Use this when you know some guests will not show up and want to avoid empty seats.

Caution

When overselling is on, the total number of tickets can exceed the venue’s real capacity. Only use it once you have estimated the no-show rate.

Automatic waitlist

When the event reaches total capacity and overselling is off, new registrations join the waitlist instead of getting a confirmed seat. The flow is:

• The guest fills in the registration form as usual.
• The system adds the guest to the waitlist with a position number (in registration order).
• The registration page shows a success message with the guest’s position so they know where they stand.
• When a confirmed guest cancels or a seat is freed, the system automatically promotes the first person on the waitlist to a confirmed ticket and sends them a confirmation email.

Note

Guests on the waitlist do not receive a ticket confirmation email until they are promoted to a confirmed seat. They only see the position-number screen on the registration page.

Tip

To turn the waitlist off entirely and simply stop registration when the event is full, turn on allow overselling and watch the registration count closely. The automatic waitlist is the safer way to avoid losing interested guests when cancellations happen.

To customize which questions appear on the registration form for each ticket tier, see Configure the registration form.

Enable check-out and re-entry

If the event allows guests to leave and come back, turn on check-out.

• Enable check-out lets guests be scanned when they leave the event.
• Check-out window — a duration in minutes counted per guest, starting when that guest checks in, during which they can check out without being considered overdue.
• When a guest scans again to re-enter, the system automatically checks them out of the previous visit and checks them in again (the “Auto checked out (re-entry)” state).

Check-out window options

The check-out window has fixed options: 15, 30, 60, 90, or 120 minutes. You pick one from the dropdown after enabling check-out.

The system automatically narrows the list of available options based on the shortest check-in window among your event days. The rule is: a check-out window option must be shorter than the opening duration of the shortest day. If an option equals or exceeds the shortest day, it is hidden from the list.

Note

The no-overlap rule, in plain terms: The check-out window must never be as long as, or longer than, the opening hours of any enabled day (except all-day days). The reason: if a door is open for exactly 60 minutes and you allowed a 60-minute check-out window, a guest could check out right before the door closes — leaving no time to come back in. So the system keeps only the options that are strictly shorter than the shortest day.

Example: the shortest day of your event is open for 60 minutes. Then:

• Available: 15 and 30 minutes (both shorter than 60).
• Removed: 60, 90, and 120 minutes (equal to or longer than 60).

If every day is set to All-day (no fixed hours), all five options become available because there is no “shortest day” to compare against.

Caution

If no option is available (for example, the shortest day is too short), the list will be empty and the system shows an error. To fix this, widen the check-in window of the shortest day, or turn check-out off for this event.

Note

If your event is single-entry only, do not enable check-out. When a guest scans again, the scanner reports “Already checked in” and staff should not readmit them.

Next step

Once the event exists and has its windows, capacity, and check-out set, you need to set up the individual check-in doors (location, assigned staff, allowed ticket tiers).

Manage check-in doorsCreate doors, assign staff, and configure ticket tiers per door.