How QR Pass Entry Works

At a 400-guest reception or a company's annual meet, the door is where the guest list gets tested. A paper list is crossed out in three pens, and someone says "we're with the bride's side" and walks in.

QR Pass is how Evatril handles that door, and it's the last step of sending invitations and managing guests online: one scan, one name on screen, one number typed in. What it can't do matters as much, so that's here too.

QR Pass gives each invitation one QR code. A family of four shares it; nobody juggles four codes. Each function on the invitation has its own allowance, say 4 at the wedding and 2 at the Haldi.

The code holds no rules of its own. It's a lookup key: the allowance sits on Evatril's servers and is checked at every scan, so the number at the door is always the live one.

The guest gets the code once they've replied to the RSVP. It sits on their invitation on Evatril, which opened with their own name, and in My Invitations, not somewhere in a chat thread; the WhatsApp or RCS message only tells them the invitation has arrived. A guest who walks up with a pass made for this one occasion feels expected at the gate, not merely checked.

QR Pass comes with per-guest sending, which is paid; rates are on the pricing page. A link you share yourself doesn't include it.

Five steps, from sending to the door.

After checkout, the sending set-up asks whether to add QR Pass. Say yes, or turn it on later from Home > Event icon > Manage Passes.

Choose a fixed count per invitation, or let each guest state their headcount when they reply. You can mix the two: a corporate dinner fixed at 1, a wedding reception where families say how many are coming. For several functions, set it per sub-event during Multi-RSVP set-up.

Add each staff member by their Evatril-registered mobile number, in the app or on the website. Each grant covers one event or one sub-event. There's no cap on staff, and one number can hold several grants, so your cousin can run the Haldi door while the venue team takes the reception.

Staff have 24 hours to Accept or Reject; a rejection can carry a remark, and you're told. No answer means the grant expires. Manage Passes shows each grant as Pending, Confirmed, Rejected, Expired or Voided.

The staff screen shows only the function they're assigned to. They scan the guest's code, check the guest or group name, and enter the number of people walking in. Within the allowance, entry is granted and deducted. Over it, entry is partly granted: a group of 5 with 3 entries left gets 3 in and 2 denied. A code with no allowance for this function is refused with an error.

• It doesn't check identity: whoever holds the code can use its remaining entries. If your event needs ID checks, your venue or security team runs them separately.
• It can't count people waved through: anyone let in without a scan, or beyond the count, never shows in the numbers.
• It isn't one code per person: families and groups share one.

For a wedding, that keeps each function's count apart without handing guests five codes. For a corporate event, it gives the front desk a check-in count that matches the RSVPs, as long as everyone is scanned.

The feature that does this job is QR Pass, managed under Manage Passes on Evatril. It won't replace a sensible person at the door, but it gives them a number they can trust.