Using EntryCode

One guide, three audiences — jump to whichever one is you.

Logging in · Events · Requests & approvals · Billing · Messaging · Staff & door team · Venue settings · Security · Door staff · If the network drops · Attendee

Logging in

Whether you're a venue owner or an attendee with a ticket, you sign in through the same Log In form — on the dashboard at /login, or the mobile app's Log In button. Enter your email and password; EntryCode figures out which kind of account it is and takes you to the right place. Door staff are the one exception — see Door Staff below.

New venue? Register directly from the dashboard's login page — your owner account is ready as soon as it's created.

Events Venue Owner

Creating and pricing an event

Every event gets a General Admission price automatically. Add named tiers (VIP, Early Bird, whatever fits) alongside it if you want more than one price point — each with its own price and optional description.

Cancelling an event

If something falls through, cancel from the Events page — you'll choose whether to refund every ticket holder, or move them all to a replacement event instead (their new ticket is comped, no re-charge). This works from the dashboard or, for a fast in-the-moment call, from the mobile app.

Requests & approvals Venue Owner

How a guest gets in

Generate a guest invite QR for an event and share it — anyone who scans it can request a ticket, providing contact details and setting a password. That request lands on your Attendees page as Pending. Nothing is charged or held when it comes in, so there's nothing to authorise until you actually decide.

Want requests approved automatically instead? Turn on Auto-approve new ticket requests in Venue Settings — every new request is approved and its payment link sent out the moment it comes in, with no manual review step. A banned guest, or any request while your platform fee is overdue, still lands as Pending for you to handle by hand.

Approve — the guest is told how to pay (see below) and has your venue's payment window to do it; you set that window under Payment Window in Venue Settings. Their ticket becomes scannable once payment is confirmed.
Reject — nothing to release, nothing was ever charged.
Left untouched past your response window, a request expires on its own — same as a reject.
If payment isn't completed within the payment window, the approval lapses the same way.

Payment goes straight to you — EntryCode never holds or touches the ticket money. Depending on your venue's plan, that's the only payment the guest makes, or there's a second, separate EntryCode booking fee alongside it. See Billing for what your venue is on.

Bank transfers and pay at the door

If your venue takes payment itself, choose under How Guests Pay in Venue Settings: bank transfer before the event, pay at the door, or both. Guests pay your own account or till; there's no payment provider in between, so you're the one who confirms the money arrived.

Bank transfer — the guest's payment page shows your bank details, the amount and a short reference for that ticket. When they press I've paid, you and your Approvers get a notification. Check your bank for that reference, then on the Bank Transfers page tap Received (you have 15 seconds to undo) or Not received, which tells the guest to bring proof of payment or pay at the door.
While a guest says they've paid, their place is held past the payment window until you confirm, cancel the ticket, or the event starts. You're reminded every 24 hours; inside the last 24 hours the guest is told to bring proof instead.
Pay at the door — the guest gets their QR straight away and pays on arrival. Your door staff take the money and record it on the scanner. To limit no-shows, set a cap on door-pay places on the event's form and a cut-off in Venue Settings.
A guest who pays twice, or after their approval lapsed, is recorded as a refund you owe them, which you send yourself.
A change to your payout bank details takes effect after 24 hours, and your owners are notified, so nobody can quietly redirect guests' payments.

Membership

Guests self-report as an existing member or someone applying now — that claim doesn't determine anything automatically. Set how members should actually follow up under Venue Settings.

Banning & revoking

Banning a guest blocks future approvals for them, and cancels any of their tickets that are approved but not yet checked in. If they'd already paid you directly, refunding that payment is on you — EntryCode never held it, so it can't send it back on your behalf. If a separate EntryCode booking fee was paid, that portion is refunded automatically. Once someone's checked in at the door, their ticket can no longer be revoked or refunded.

Billing Venue Owner

Your plan

EntryCode is set to work out its cut of ticket sales in one of a few ways, chosen for your venue by EntryCode, not something you pick yourself:

Lite — guests pay the ticket price plus a small, separate EntryCode booking fee, shown clearly at checkout. Nothing is billed to you directly.
Unlimited — guests pay you the full ticket price with nothing added, and EntryCode bills your venue a flat fee on a recurring cycle instead.
Flex — same one-payment experience for guests as Unlimited, but instead of a flat fee, EntryCode invoices you once each event is over, based on how many tickets actually got scanned. A ticket that was paid for but never used costs you nothing.

Paying a bill

Every open and past bill — whichever plan you're on — lives on the Billing page. Pay with the Pay Now link, or the QR code you can scan with your phone to pay from your own banking app. If you'd rather pay by bank transfer against an invoice, tick Send me invoices to pay by bank transfer under How you pay us; each bill then shows our bank details and a reference to quote.

If Direct Debit Billing is enabled for your venue, an Unlimited plan's recurring fee can be collected automatically from Venue Settings instead of you authorising each cycle by hand.

Your venue category

EntryCode classes each venue (for example sports club, nightclub). It decides which payment methods and features you can use, and it's shown on your Platform Terms page. We set it, and a change takes effect straight away; you're emailed when it does. If you think it's wrong, write to info@entrycode.uk with something that shows what kind of venue you are, such as your website, licence or listings.

What happens if a bill goes overdue

You'll see a banner on the Events page and a red flag on the affected bill. New ticket requests can't be approved until it's settled, and if it's still unpaid after five days, you also can't create new events — editing or cancelling an existing one is never affected. Attendees who already have an approved, paid ticket are never affected either way; a scan at the door works exactly the same regardless of your venue's billing status.

Messaging Venue Owner

Broadcasting to attendees

Send a message to everyone with a ticket to a given event — a change of plan, a reminder about parking, whatever's needed. This is a paid feature; if it's not enabled for your venue, the option won't appear.

Payment reminders are always free. Anyone approved but not yet paid gets an automatic nudge about an hour before their payment window closes, whether or not Messaging is enabled for your venue.

Staff & door team Venue Owner

Three roles

Owner — full run of the venue: events, staff, settings, contract.
Approver — reviews and decides on ticket requests.
Scanner — door staff, checks tickets in at entry only.

Add an Approver (or a second Owner) with an email and a temporary password — they'll be made to change it on first login.

Onboarding door staff

Scanners don't need an email or password at all. Generate a QR invite from Manage Staff, hand the phone to your door staff, and they scan it in the mobile app to register instantly. They'll set a 4–6 digit PIN right after, so they can log back in on future shifts without you.

Terminating staff

Manage Staff has Terminate / Reactivate on every account — a terminated account can't log in (password, PIN, or QR) until reactivated. You can't terminate your own account.

Venue settings Venue Owner

City — drives a real, live 5-day weather forecast on the Weather page.
Membership application method — how applying guests should follow up: a web link, an email, a phone number, or nothing (you'll follow up directly).
About your venue — a short blurb shown to guests when they request a ticket. Up to 1,000 characters.

Security Venue Owner

Two-factor authentication

Required for Owner accounts, because an owner's login opens guests' details: use an authenticator app (Google Authenticator, Authy, 1Password, whatever you already use), or a code emailed to you at each login. Save the recovery codes somewhere safe; each works once if you lose the app. Attendees can turn it on from My Account too.

How your data is protected

Passwords are never stored as plain text — they're hashed with PBKDF2-SHA256, a unique random salt per account, and the number of hashing rounds currently recommended by OWASP for password storage. Every connection between your device and EntryCode's servers is encrypted in transit over TLS (HTTPS), the same standard used for online banking.

Signing in & scanning Door Staff

Getting a phone set up

Tap Register / Reactivate via QR and scan the invite your owner generated. First time in, you'll be asked to set a PIN — do it, so next shift you can just tap DoorStaff Scan / PIN Login, pick your name, and enter your PIN. No owner needed after that first scan.

Checking tickets

Once signed in, the same button drops you straight into the scanner. No camera handy or the app's unavailable? The dashboard has a browser-based backup scanner (Chrome or Edge only) that does the same job.

Logging in as an attendee on the same phone signs the door-staff session out, and vice versa — one identity per device at a time.

Taking payment at the door

If the venue offers pay at the door, scanning a guest who hasn't paid yet shows the amount to collect. Take it (cash or the venue's card machine), then confirm on the scanner to check them in. This works offline too, and syncs with the other check-ins once you're back online. A guest who says they paid by bank transfer but isn't confirmed yet shows their reference and when they said they paid: check their proof with the owner or an approver, or collect at the door. Door staff can't confirm bank transfers themselves.

If the network drops Door Staff

Scanning keeps working

Before the doors open, your phone quietly pulls down a reference list for the event while it still has signal. If the network drops mid-event, scanning switches over automatically — each ticket's QR carries its own signed credential your phone can check on its own, with no server round-trip needed.

Once you're back online

Everything scanned offline uploads and reconciles automatically — nothing to do on your end. If the same credential somehow shows up scanned twice, or something doesn't match, it's flagged for the owner to review rather than silently let through.

Tickets & account Attendee

Requesting a ticket

Scan the venue's invite QR, pick a ticket type, and provide contact details plus a password — that password is what you'll use to log in later, so pick one you'll remember. Nothing is charged when you submit a request. If the venue approves it, you're told how to pay that venue and how long you have; your ticket's payment page has the details.

Paying by bank transfer? Copy the venue's details and the reference from the payment page into your banking app; the reference must be exact. Once it's sent, press I've paid, which holds your place while the venue checks its bank. If the venue offers pay at the door, you can switch to that on the same page; if a transfer you already sent arrives later, the venue refunds it.

One payment or two? Depends on how the venue is set up. Either you pay the venue the full ticket price and that's it, or you pay the venue's price plus a small, separate EntryCode booking fee — shown as its own line so it's never buried in the ticket price.

Finding your ticket

Log into the mobile app with that same email and password. My Tickets lists everything you've requested, across every event and venue — tap one to pull up its QR code for the door. If a payment link stopped working or you lost it, Pay Now on that ticket generates a fresh one.

My Account

Change your password any time.
Turn on 2FA the same way an owner would.
Delete my account — permanent. Removes your contact details and login; your ticket history stays on record for the venue, but you can't log back in.

EntryCode · Skeillebank Ltd · info@entrycode.uk