Free tool
Check-in points and door staff calculator
Enter how many people arrive in the busiest window and how long each check-in takes, and the calculator tells you how many scanning points to open, how many people to put at the door and what line builds up if you open fewer. It is the method from our guide how many check-in points and staff your event needs, done for you. Nothing is stored or sent.
Rates measured at real events with PASE
We looked at the check-ins of events run on PASE in September and October 2026 with more than 300 check-ins each: during busy stretches, the typical time (the median) between one scan and the next by the same operator was 6, 10 and 16 seconds depending on the event. The fastest was an event with two doors and people arriving with the QR already open on their phone.
That number is scanning only. If your door also checks bags, asks for ID or prints the badge at the same point, the time per person goes up. That is why the calculator starts at 15 seconds, on the slow side, as the guide recommends: on the day, staff are more tired and guests less prepared than in the rehearsal.
What if you do not know how many people arrive together? At the same events we measured what share of the day's attendance came in during the busiest half hour: at those with a start time (an evening presentation and a morning session), between 41% and 47%; at an open-doors activation running about 7 hours a day, between 12% and 34% depending on the day. The calculator shortcuts use the highest value of each case: total attendance times 47% or 34%, over 30 minutes.
How the maths works
- Capacity of one point = window minutes × 60 ÷ seconds per person.
- Points = people in the window (plus margin) ÷ capacity of one point, rounded up.
- People at the door = one scanning at each point, one managing the line for every two points, one on exceptions, one supervisor from three points and, if check-in is long, one relief person for every three points. It is a starting suggestion: adjust it to your door.
- The line assumes people arrive evenly within the window. If they all arrive at the end, the real line is longer.
- The plan comes from PASE's published prices (see pricing).
FAQ
Is there a fixed number of check-in points per number of attendees?
No. It depends on how many people arrive together and how long each check-in takes, and both change a lot between a conference and a concert. That is why the calculator asks for the arrival peak, not the total.
What if the result does not fit at my entrance?
If you get more points than physically fit at the door, the problem is not staff: you need to stagger arrivals (time slots by attendee type, early check-in) or open another door. With PASE the doors are synced and nobody gets in twice even if two scanners read the same QR at once.
Where do the seconds per person come from?
From the check-in records of real events that used PASE in September and October 2026: the median between one scan and the next by each operator, during busy stretches, was 6, 10 and 16 seconds depending on the event. That is scanning only; with bags, ID or printing it takes longer.
Set up your event door with PASE
Synced doors, double-entry protection, live report by door and hour so you can move staff in time. Base from USD 600, Pro from USD 1,500, Enterprise quoted.
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