Setting Up Flentra for a Large Event — A Gate Day Checklist

Preparation Is Everything

The gate is the most stressful part of any large event. Queues build fast, attendees get impatient, and any technical hiccup feels catastrophic. Good preparation eliminates most of that stress. Here's the checklist we recommend for events over 1,000 attendees.

One Week Before

• Confirm your full attendee list is uploaded to Pinnitags
• Test a sample of ticket codes to confirm they resolve correctly
• Decide how many gate lanes you need (rule of thumb: 1 scanner per 300 attendees per hour)
• Assign gate roles: scanner, queue manager, supervisor

48 Hours Before

• Download Flentra on every device that will be used at the gate
• Log in to each device with the correct event credentials
• Test scanning in both Verification and Access Control modes
• Confirm internet connectivity at the venue (Flentra works offline with sync, but live is better)
• Charge all devices fully and bring power banks

Day Of — Before Gates Open

• Brief your gate team on which mode to use at each entry point
• Run a 10-ticket test scan to confirm everything is live
• Set up a supervisor station with visibility over all lanes
• Have a manual backup list (printed or offline copy) in case of connectivity issues

During the Event

• Monitor scan counts vs expected attendance every 30 minutes
• Flag any device showing unusual behaviour to the supervisor immediately
• Keep one device in reserve in case of hardware failure

After the Event

• Export your scan report from Flentra
• Compare scanned count against tickets sold
• Note any anomalies for post-event review

The Golden Rule

Never open the gates before running a test scan. Five minutes of testing saves two hours of chaos. Every time.