Solution 1: Manual Control via Excel Export
Traditional Method
For events without mobile equipment or those preferring a paper version:
Export the list of your participants from the "Participants" tab
Print or view the Excel file on a tablet/computer
Manually check participants upon their arrival
This method works but has limitations: no real-time updates, risk of manual errors, and no traceability of arrival times.
Solution 2: PassPass Organizer Mobile App (Recommended)
The app is completely free to download and use for all PassPass organizers.
Downloading the App
PassPass offers native mobile apps available on smartphones and tablets via the stores:
→ iOS - App Store → Android - Play Store
The app allows real-time tracking of all key information about your event: sales, participants, orders, and especially access control.
Validator Configuration
Adding Members to the Validation Team
From your event dashboard, click on My Team
Click on Add Member
Enter the person's email address
Select the role Validator from the dropdown menu
The invited person will automatically receive an invitation email. They must accept the invitation and create a PassPass account if they do not already have one. Once the account is created, they will have access to the event with validation permissions.
As a validator, a member does not have access to the dashboard or the financial data of your event. Only to the mobile app for validating entries.
Validator Login to the App
The validator downloads the PassPass Organizer app and logs in with the same credentials as their PassPass web account. The app automatically syncs their access to events.
Ticket Scanning System
QR Code Scanning
The app offers a scanning system with color codes for immediate identification:
Valid Ticket (Green)
The participant can enter
Their status automatically changes to "Validated"
The validation time is recorded
Already Scanned Ticket (Orange)
Alert message with the date and time of the first scan
Allows identification of reuse attempts
The validator can allow or deny access depending on the context
Invalid Ticket (Red)
Ticket linked to another event
Ticket canceled or deleted
Corrupted or falsified QR code
Access automatically denied
Validation by Participant List
For special cases where QR scanning is not possible (participant without ticket, unreadable QR...):
Search by name, first name, or email in the participant list
Swipe right on the participant's name to validate their entry
Same traceability as QR code scanning
Scan Modes
By default, the app only records entries. You can also record exits to know the number of people present at a given time.
The setting is found in the mobile app: Preferences → Scan Mode.
The scan mode is specific to the phone, not the event. It applies to all your events and remains active after the app is closed. Two phones at the same event can be set differently: the entrance door in "Entry Only", the cloakroom in "free mode".
Entry Only (default)
The scan always offers "Enter". Exit is not recorded. This is the classic mode when only access control matters.
Entry and Exit (strict mode)
The app only offers the action consistent with the participant's status:
Someone who has not yet entered (or has already exited) can only enter
Someone who is inside can only exit
Round trips work without intervention: a participant who goes out to smoke is "outside", so they can re-enter. This mode prevents errors and provides a reliable count of those present.
Entry and Exit (free mode)
Both actions are offered, the most consistent one first. The operator can force the opposite action if necessary: error to correct, special case.
What the Scanner Sees
A banner on the scanner reminds the active mode ("Scan out activated: strict mode" or "free mode"). Nothing in "Entry Only" mode
A participant's record is divided into Entry and Exit sections, with the complete history
The buttons Enter / Exit are available from the record and from the participant list, without going through the scan. Useful when a QR code is unreadable
Warnings
In free mode and "Entry Only" mode, the app signals an inconsistent scan rather than refusing it:
Entering someone already inside
Exiting someone who has never entered, or who has already exited
In strict mode, these situations do not occur since only the consistent action is offered.
Tracking and Validation History
By clicking on a participant in the app, you access the complete validation history with the precise dates and times of each scan.
This traceability allows verification in case of a claim, analysis of entry flows by time slots, and detection of potential validation anomalies.
Best Practices
Team Preparation
Install and test the app before the event
Train your team on the different color statuses
Prepare procedures and define your entry policies for special cases
Recommended Equipment
Recent smartphones with good camera quality
External batteries for long events
Stable internet connection (4G/WiFi)
There is no limit on the number of validators. Add as many members as needed based on the size of your event.
No, the "Validator" role only provides access to ticket scanning and the participant list. No financial data is accessible.
The system detects multiple scans and displays an orange warning. The validator can decide to allow or deny based on the context.
The app is compatible with recent iOS and Android devices. A functional camera is required for QR scanning.
Yes, validations appear in real-time on your web dashboard via the "Scan and Entries" tab, allowing a global overview of attendance. This data is also exportable.
In the PassPass Organizer app, go to Preferences → Scan Mode and choose "Entry and Exit" in strict or free mode. The setting is specific to the phone and applies to all your events.