How It Works
From booking to report —
we handle every step.
Here is exactly what GatePass does from the moment you contact us to the morning after your event — and every edge case in between.
Without GatePass, event entry usually means…
We handle everything
before your event
From the moment you book us, our team takes over all guest access preparation — so you are not stressing about lists, codes, or logistics.
01Book GatePass for your event
3–5 days before
Book GatePass for your event
3–5 days before
Reach out via our contact form or WhatsApp. We confirm your event details — date, venue, expected guest count, and any VIP access requirements. You receive a service agreement and confirm your booking with an initial deposit.
02Submit your guest list
2–3 days before
Submit your guest list
2–3 days before
Share your guest list with us in any format — Excel, Google Sheets, or even a WhatsApp document. Our team cleans, formats, and uploads it to the GatePass system. No technical work required from your side.
03We generate & deliver QR codes
1–2 days before
We generate & deliver QR codes
1–2 days before
Every guest receives a unique, encrypted QR code via email or WhatsApp. VIP guests receive priority-tier codes that trigger fast-lane access at the gate. Codes are non-transferable and expire after the event.
Common Questions
What information is on the QR code?
Each invite contains the guest's name, the event name and date, their access tier (General, VIP, or VVIP), and a unique encrypted QR code. Everything the usher needs to verify and admit them is in that one card.
How do guests receive their invite?
Invites are sent via WhatsApp or email — whichever you prefer — 1 to 2 days before your event. No app download required. Guests simply open the message on the day and show the screen at the gate.
Can a guest share their QR code with someone else?
No. Every QR code is encrypted and linked to a single guest record. If the same code is scanned a second time, the system blocks it immediately and flags it for our team. Sharing codes does not work.
What if a guest loses their invite?
Our team carries the full guest list on every device. If a guest cannot find their invite, an usher verifies them by name or phone number in under 30 seconds and grants entry. No one is left at the door.
The Guest Experience
Your guests walk in.
They don't wait at the gate.
Most event gate problems aren't visible to the planner — they're visible to the guests. GatePass ensures every person who arrives feels welcomed, not stressed.
They get their QR code before arriving
Sent via WhatsApp or email days before the event — no app downloads, no printing required. It lives right in their phone.
At the gate, they just show their screen
No forms to fill, no name to spell out, no hunting for a paper ticket. Just open the message and show the phone.
Our usher scans it in under 10 seconds
The system instantly confirms their name, access tier (General, VIP, VVIP), and grants entry. No delay.
They walk straight into your event
No queue. No confusion. No awkward moments at the door. The first impression of your event is professional and seamless.
Our team arrives and
sets everything up
We show up early, brief every usher, test every scanner, and confirm the flow with your team. By the time doors open, everything is already running.
04Pre-event briefing & setup
Event day — before doors open
Pre-event briefing & setup
Event day — before doors open
Our team arrives at your venue 1–2 hours before doors open. We set up all scanner stations, run device checks, brief every usher and gate attendant, and confirm the entry flow with your team. Nothing is left to chance.
We run the gate.
You enjoy your event.
From doors open to close, GatePass manages every scan, every queue, every VIP arrival — in real time.
05We run the gate operation
Event day — doors open
We run the gate operation
Event day — doors open
From the moment doors open, GatePass manages everything at the gate. Ushers scan QR codes in real time, duplicate attempts are instantly flagged, VIP guests are directed to fast-lane access, and our supervisor coordinates the full flow. You stay informed via our live dashboard.
06Live attendance dashboard
Event day — ongoing
Live attendance dashboard
Event day — ongoing
You or your team can watch attendance populate in real time — how many guests have checked in, peak entry times, VIP arrivals, and any access exceptions. Shareable with your client if needed.
VIP & VVIP Access
Not all guests are the same.
We treat your VIPs accordingly.
VIP and VVIP guests receive a completely separate access experience — from a different QR code tier to a dedicated entry lane. They never wait in the general queue.
Priority QR code tier
VIP and VVIP codes are encoded with a higher access level. When scanned, our system immediately identifies their tier and directs the usher accordingly.
Dedicated entry lane
VIP guests never mix with the general entry queue. A separate scanning station is set up exclusively for them — faster, more private, and more professional.
Supervisor-level attention
Our on-site supervisor personally manages VIP and VVIP arrivals. Every entry is time-stamped and logged individually for your post-event report.
Planning a VVIP experience? We can arrange personal escort from the vehicle entrance to the reserved seating area. Ask us when you book.
Backup Protocols
We plan for every
scenario — including the
ones you didn't expect.
Our team is trained to handle every edge case calmly and professionally. Here is what we do when things don't go to plan.
Guest forgot their QR code
Verified in under 30 seconds — no entry denied.
Guest forgot their QR code
Verified in under 30 seconds — no entry denied.
Our team does a quick name lookup in the GatePass system using the guest's phone number or name. If confirmed, they're granted entry immediately. No arguing, no long waits, no embarrassment for your guest.
Unauthorized entry attempt
Blocked instantly — before they step through.
Unauthorized entry attempt
Blocked instantly — before they step through.
Every QR code can only be scanned once. The moment a duplicate scan is attempted — whether someone shared their code or a crasher took a screenshot — our system flags it in real time and the usher intercepts before any breach occurs.
Power or internet goes out
Scanning continues without interruption.
Power or internet goes out
Scanning continues without interruption.
GatePass devices carry a local offline backup of the guest list. If power or internet fails, our team switches to offline scanning mode seamlessly. No panic, no paper lists — entry continues as normal until connectivity is restored.
Last-minute guest addition
Added to the list in real time from your phone.
Last-minute guest addition
Added to the list in real time from your phone.
Send a message to your GatePass supervisor and the new guest is added to the live system within minutes — even while the event is running. Their QR code is delivered to them on the spot or they're admitted via manual entry.
Guest arrives at the wrong entrance
Our ushers redirect — calmly and professionally.
Guest arrives at the wrong entrance
Our ushers redirect — calmly and professionally.
General guests showing up at the VIP entrance or VIP guests at the general gate are redirected to the correct lane by our ushers immediately — without drama or delay. Every entry point knows the full picture.
You get a full report
the next morning
A detailed breakdown of everything that happened at your gate — attendance, VIP access, no-shows, fraud attempts, and crowd flow. Data you can share with your client and use to plan the next event.
07Post-event report delivered
Within 24 hours after event
Post-event report delivered
Within 24 hours after event
Within 24 hours of your event closing, we deliver a comprehensive report: total attendance, no-shows, entry timeline, VIP access log, duplicate scan attempts, and peak crowd periods. Data you can use to plan your next event better.
On-Site Capabilities
What our team brings to your gate
Multi-point scanning
Multiple scanner stations prevent bottlenecks at peak entry times.
VIP fast-lane access
Dedicated entry points for VIP and VVIP guests — zero waiting.
Real-time fraud flags
Duplicate QR attempts are flagged and blocked instantly on every device.
Queue management
Trained ushers actively manage crowd flow and prevent congestion.
Backup validation
If a guest loses their QR code, our team verifies them manually in seconds.
Supervisor coordination
A dedicated supervisor keeps all entry points communicating throughout.
Ready to run a cleaner event?
Let GatePass handle the gate. You handle the experience. Tell us about your event and we'll get back to you within 2 hours.