Book this week
Quick answer: On BaliEvents every booking, free or paid, comes with a QR code for each guest. At the door you open Scan tickets in the host dashboard on a phone, point the camera at the code, and it tells you whether to let the guest in: welcome in, already checked in (with the time), wrong day, or cancelled. Door staff can scan from their own accounts, and your guest list, with who has arrived, downloads as an Excel file.
Fast facts — from the BaliEvents host dashboard:
How does check-in work at a Bali event?
- Before the night, add your door staff. Each person signs up to BaliEvents first; then, in the dashboard's Team view, add them by that email with the Door Staff role.
- At the door, open Scan tickets and press Start camera.
- Point the camera at the guest's QR code. The answer appears on screen, with the guest's name and how many of their group are in.
- No camera, or a damaged screen? Type the 8-character code from the ticket instead.
- Check the list afterwards. In Bookings, each booking shows Scanned, or Scanned 2/3 when only part of a group has arrived.
No app is needed; the scanner runs in the dashboard in the phone's browser.
What does the scanner tell door staff?
| On screen | What it means |
|---|---|
| Welcome in | A valid ticket, scanned for the first time. Let them in. |
| Already checked in at (time) | This code was used before. One code lets one guest in once. |
| Wrong day: not a ticket for tonight | The booking is for another date of the event. |
| This booking was cancelled | The booking was cancelled; the ticket is no longer valid. |
| Not a ticket for your events | The code belongs to someone else's event. |
| Type more of the code | The characters typed match more than one ticket. |
| No connection, scan again | The phone lost its internet connection. |
Because each guest in a group has their own code, a group does not have to arrive together, and a screenshot of one code cannot get two people in.
How do I run a free guest list?
Set the ticket to Free when you create the event. Guests book with a name and an email, no account needed, and each gets a QR code like a paid ticket. Cap the list with the event's capacity, which applies to each date. A guest who cannot come can cancel their spot from their ticket.
Write the entry terms in the description, such as "free entry until 11 PM", so the door and the guest read the same rule. In Bookings you can filter by event and by payment, and download the list as Excel for the door or for your records.
For how guests experience guest lists, see how guest lists work in Bali.
Who on my team can check guests in?
The Team view has three roles:
- Door Staff: can scan tickets.
- Manager: can scan tickets.
- Marketing: cannot scan tickets.
Give the door team their own accounts rather than sharing yours: they scan from Scan tickets in their own dashboard, and you can remove them from the team after the night.
How do I set capacity and avoid overselling?
- Total capacity applies to each date of the event. If you leave it blank, it is 20, so set it before you publish anything bigger.
- Each extra ticket type can have its own capacity inside the total, such as 30 early-bird tickets out of 150.
- A sales-end date stops a ticket type selling after that day, Bali time.
Bookings past these limits are refused, for free and paid tickets alike, and the event page shows guests how many places are left.
What should I check before doors open?
- Capacity is set for every date, not left at 20.
- Door staff are on your team and can open Scan tickets on their own phones.
- Someone has scanned a test booking on the phone that will be used.
- The phone is charged and has a data connection; the scanner needs one.
- The entry terms (cut-off time, ID, dress code) are written in the event description.
What can I see after the event?
Bookings shows who came and who did not, per booking. Insights shows where your visitors came from, their devices, revenue by week over the last 12 weeks, your events by impressions, and a heatmap of the hours people look. If you run your own systems, the API view in the dashboard issues keys for the host API.
To sell paid tickets for the same event, see how to sell tickets for an event in Bali. Pricing for hosts is on the partnership page.
Frequently asked questions
Do guests need to print their tickets?
No. They show the QR code on their phone from the confirmation email.
Does the ticket scanner work offline?
No. It needs a data connection, and says "No connection, scan again" when it has none.
Can one QR code get a group in?
No. Each guest on a booking has their own code, and each code lets one person in once. A second scan shows when it was first used.
What happens if a guest shows a ticket for another night?
The scanner shows "Wrong day: not a ticket for tonight". A ticket is valid only for the date it was booked for.
Do I need an app to scan tickets?
No. Scanning runs in the host dashboard in the phone's browser, iPhone included.
Can I export my guest list?
Yes. Bookings downloads as an Excel file, for one event or all of them, with each booking's time, the event date, the guest's name and email, the number of guests and whether they were scanned in.
What happens if I leave capacity blank?
The event takes 20 bookings per date. Set a higher number before you publish if you expect more.
How BaliEvents sources this guide
BaliEvents Editorial reviews live bookable listings and recurring community calendars across Canggu, Ubud, Seminyak, Uluwatu, Jimbaran, and Sanur. Every feature in this guide is described as it works in the BaliEvents host dashboard on 13 October 2026. Prices and times change; confirm them on the event page before you go.
Updated October 2026.