Everything you need to use GateFlow.

1. Getting started

GateFlow is QR entry control for events. It controls entry for every ticket, pass, and invite. You prepare admissions on the website. You run the door from one Windows machine called a Gate Device. Staff scan from their phones over local Wi-Fi. GateFlow is not a ticketing platform; it does not replace how access is distributed, it makes entry controlled.

Create your GateFlow account

1. Open gateflow.vip and choose Create account.
2. Sign up with email and a password, or continue with Google or Microsoft.
3. If you signed up with email, open the verification email we send you. You can sign in only after the email is verified.

What is included

• Every account includes 100 admissions every month.
• The included pool resets at the start of each month. Unused admissions do not roll over.
• Use the included pool for a real event or a full dry run, with no payment card required.

2. Create QR access

An operation is one event you control at the door. The flow is access-first: create QR access on your account, activate a Gate Device, and scan at the door.

Create QR access

1. Create QR Access. Sign in on the website and name the entry. Date and venue are optional - leave them blank if you do not need them. Add one row per access name with a quantity. For example: General Admission 10,000, VIP 500, Staff 100, Media 50, Sponsor 30. No gates to configure, no attendee list to upload, no names, no emails. Click Generate QR Access and GateFlow mints that many unique, unguessable QR codes.
2. Download. Download the CSV (one row per code with a unique link, for email, WhatsApp, your CRM, or any partner platform) and the printable ZIP (one QR per code, for paper tickets, stickers, badges, and wristbands).
3. Operation Key. Click Generate Operation Key. Copy the key now; it is shown only once. Follow the activation checklist on screen, then paste the key into GateFlow Client on the Windows Gate Device.

No attendee-list upload needed

GateFlow does not need attendee names, emails, or phone numbers. Each QR code is independently unguessable. There is no list mapping a QR to a person. Distribute the QRs your way: print, sticker, share over WhatsApp, paste into your existing ticketing platform, or any combination. GateFlow does not pick the channel.

After the Operation Key is activated

This operation is activated on a Windows Gate Device. Account setup is now view-only so live entry stays consistent. Live scanning and operation controls are handled on the Gate Device. From your account you can still view the operation summary, see Gate Device and sync status, and re-download the CSV and ZIP for distribution.

Refunds and replacements

Before activation: to remove a code (refunded, wrong QR, duplicate, lost, or other), cancel it under Manage QR Access. To replace it, create QR access for one more code under the same access name. Every other QR stays exactly as it was.

After activation: account-side changes go through support at hello@gateflow.vip. On the night, emergency QR control (block / unblock) is available on the Gate Device dashboard.

3. Distribute QR access

GateFlow generates the QR access. You distribute it through whichever channels you already use. GateFlow does not pick the channel and it does not send tickets for you.

What you can download

• CSV with links: one row per admission with a unique ticket_url for that admission. Use it for mail merge into email, WhatsApp, your CRM, or any partner platform.
• Printable QR ZIP: one printable SVG per admission, grouped by access name where practical. Useful for paper tickets, stickers, badges, wristbands, and printed passes.
• Hosted ticket page: each ticket_url opens a page that shows the QR for that admission. Guests can show it from their phone at the gate, or print it.

Channels that work

• Paper tickets and printed passes.
• QR stickers on wristbands or badges.
• WhatsApp, Instagram, SMS, or any messaging tool.
• Email.
• Your existing ticketing platform.
• Cash sales at the door with a printed slip.

Every QR keeps the same link for the life of the operation, so anything you have already printed or shared stays valid. After activation, the CSV and ZIP downloads remain available from the view-only summary on your account.

4. The Gate Device

The Gate Device is the single Windows machine that runs live entry. One Gate Device per operation by default. The Gate Device validates tickets locally and hosts the dashboard. Staff phones connect to it over local Wi-Fi.

What hardware works

• Any laptop, desktop, or mini PC running Microsoft Windows.
• No special scanner hardware is required.
• The same machine runs validation, the live dashboard, and scanner approval throughout the event.

Set up the Gate Device

1. On your GateFlow account, download GateFlow Client for Windows.
2. Run the installer on the Gate Device.
3. Open GateFlow Client. The first screen is titled Activate Operation.
4. Paste the Operation Key from your account.
5. Click Activate Operation. The Gate Device contacts GateFlow, downloads the operation, and becomes Ready for Offline Use.

5. The Operation Key

An Operation Key is a scoped activation credential generated on your GateFlow account for one operation. It activates that operation on a Gate Device. It is not your account password.

What it lets a Gate Device do

• Activate the selected operation.
• Download the prepared operation (admission inventory, QR signing key, admissions allocation).
• Run admissions offline.
• Sync results back to your account.

What it cannot do

• View billing, payments, or account settings.
• Create, edit, or delete operations.
• See other operations on the account.
• Act as your account password.

Important rules

• The Operation Key is shown only once when you generate it. Save it then.
• Before activation, if the key is lost, regenerate. Regenerating revokes the prior key.
• By default, one Operation Key activates one Gate Device. The cap can be raised before you generate the key.
• Activate this operation on your Windows Gate Device when your setup is ready. After activation, account edits pause for this operation and the Gate Device becomes the live entry workspace.
• Emergency Gate Device changes during a live operation go through support at hello@gateflow.vip.

6. Staff phones

Staff phones connect to the Gate Device over local Wi-Fi and scan from there. No app to install. No special hardware.

What staff phones need

• Any modern smartphone with a web browser.
• A working back camera.
• The same local Wi-Fi as the Gate Device.

How a staff phone joins

1. Open the scanner URL shown on the Gate Device dashboard.
2. Enter a scanner name or ID (something the operator can recognise).
3. Choose the gate.
4. Tap Request approval.
5. The Gate Device dashboard now shows that phone as pending.
6. The operator approves the phone from the dashboard. Only approved phones can scan.

The operator can also decline, block, or unblock a phone from the dashboard at any time. Refreshing or reopening the scanner page sends that phone back through approval. Blocked phones stay blocked until they are manually unblocked.

The first phone visit may show a browser trust warning because the scanner page uses local HTTPS. The phone may also ask for camera permission.

7. Wi-Fi versus internet

These two are not the same thing. GateFlow uses one for the door and one for the cloud.

Local Wi-Fi

• The local network at the venue.
• Used for staff phones to reach the Gate Device.
• Needed throughout the event. Without it, staff phones cannot scan.
• A normal Wi-Fi router works, with or without internet. A Wi-Fi network created just for the event also works.

Internet

• The external connection to the GateFlow cloud.
• Used for account creation, creating QR access, Operation Key activation, downloading the prepared operation, and syncing results back.
• Not needed during live admissions, once the Gate Device is Ready for Offline Use.

8. At the door

Live entry runs locally on the Gate Device. Staff scan from their approved phones. The Gate Device validates every code, applies any per-scanner restrictions, and updates the live dashboard. Internet is not required for this part once the operation is activated on the Gate Device.

What staff see when they scan

• Entry granted: the QR is valid for this operation, and this admission has not been used yet. The dashboard count goes up by one.
• Already used: this admission has already been used. Staff see a clear reason on screen.
• Valid QR, but not accepted at this scanner: the QR is valid for the operation but the scanner is restricted from accepting it. Send the guest to a scanner that accepts that access type.
• Re-entry: handled per access type and per operation. Re-entry never recounts as a new paid admission.
• Admission not recognised: the QR is unknown or unsupported. The guest is not admitted.
• Admission revoked: this admission was blocked from the dashboard. The guest is not admitted.

The Gate Device dashboard

• Operation status.
• Inside now, admitted, pace per minute, live scanner count.
• Per-gate admissions and occupancy.
• Scanner device status and per-device scan counters.
• Sync state.
• Account admissions remaining.

9. End the operation and sync

When doors close, the operator presses End Operation on the Gate Device. The Gate Device freezes the final result and syncs it back to your account.

The normal flow

1. Press End Operation on the Gate Device.
2. New admissions stop immediately. The final result is frozen locally.
3. The Gate Device auto-syncs the result to the website.
4. Once the website accepts the sync, the operation moves to closed and the admissions are committed against your account.

If internet is not available at end

• The operation still ends locally and stops admitting people.
• The dashboard shows Pending Sync until the Gate Device reconnects.
• Once online, the sync finishes automatically and the operation moves to closed.
• No next operation can be prepared on this Gate Device until the pending sync completes.

If the Gate Device is locked

In rare cases, a tamper or integrity problem locks the Gate Device. End Operation still stops admissions immediately. See If a Gate Device gets locked for what to do next.

10. Pricing and billing

GateFlow is admission-based. You pay only for first successful admissions. Duplicates and rejected scans never recount. The pricing slider on the homepage estimates the cost for a chosen number of admissions.

What is included every month

• 100 admissions, granted automatically to every account.
• Resets at the start of each month. Unused admissions do not roll over.
• Use them for real events or a full dry run.
• No payment card required to start.

What counts as a paid admission

• The first successful entry of one unique QR at one event.
• The rule holds across multiple gates and multiple staff phones.

What does not recount

• Duplicate scans.
• Denied attempts.
• Retries.
• Scans on a scanner that does not accept that access type.
• Re-entry.

Buying more admissions

• Choose an amount on the account page.
• Continue to Paymob hosted checkout. Payment methods available depend on what your Paymob account enables (typically Visa, Mastercard, or mobile wallet).
• Return to GateFlow and let the page refresh the credited state.

If admissions run out during an operation

The active operation does not stop immediately. The Gate Device keeps validating every QR locally against the prepared admission inventory and the configured rules. Once the device has admitted as many unique QRs as the last known balance allowed, further new admissions are refused and the scanner shows Admissions full - top up. Exits, re-entries, duplicates, and blocked tickets keep responding as normal. To resume new admissions, buy more on the account page, then prepare the next operation and activate its Operation Key on the Gate Device.

11. Operator Status

Operator Status is the price-multiplier tier applied to new admissions purchases. Progress is based on eligible paid admissions used through completed operations. Buying admissions does not advance status. Using them through events that complete does.

The five tiers

• Standard Operator: available to all accounts.
• Active Operator: 5,000 eligible paid admissions used.
• High-Volume Operator: 20,000 eligible paid admissions used.
• Premier Operator: 50,000 eligible paid admissions used.
• Elite Operator: 100,000 eligible paid admissions used.

Important details

• The included monthly admissions do not count toward Operator Status progress.
• Buying admissions adds available admissions. It does not advance Operator Status.
• Status updates after operations are ended and synced to closed.
• The applicable price multiplier is decided on the server when a real payment is made, based on your account at that moment.

12. If a Gate Device gets locked

A Gate Device shows This Gate Device is locked until recovery is completed when a tamper or integrity problem is detected. This is rare. End Operation still stops admissions immediately. No new admissions can be started on the locked machine until support has cleared the lock.

What to do

1. If the event is still running, switch to another approved Gate Device.
2. Contact support at hello@gateflow.vip. Include the operation name and the time the lock appeared.
3. Support clears the lock from the admin console. You do not need to delete files or run scripts.
4. Reopen GateFlow Client on the locked Gate Device. It self-resets on the next refresh, and you can re-activate by pasting a freshly generated Operation Key.

13. Account and sign-in

Your GateFlow account lives on the website. Sign in to set up operations, manage admissions, buy more, and review synced history. Sign-in is for the website only. The Gate Device never asks for an email or password.

How to sign in

• Email and password.
• Continue with Google.
• Continue with Microsoft.

The Continue-with-Google and Continue-with-Microsoft buttons appear when the provider is available on your account.

Email verification

• Email signup sends a verification link.
• You can sign in only after the email is verified.
• Open the verification link in the same browser you signed up in.

Forgot password

Use the Forgot password link on the sign-in screen. Choose a new password. After saving, you are signed out everywhere and can sign in fresh.

14. Times and time zones

• The Gate Device uses its own local time for operation windows, scanning activity, and dashboard timestamps. Confirm the clock is correct before doors open.
• The monthly admissions reset uses Egypt time. The 100 included admissions refresh at the start of each new month in Egypt time.

15. Privacy and data

• Operation data is used to run the door, not sold for marketing.
• Not sold for marketing.
• You stay in control of distribution. You can add more admissions, void tickets, and end the operation at any time.
• For the full statement see the Privacy Policy.

16. Collaboration support

GateFlow reviews collaboration requests for high-visibility events. Selected events may receive setup review, pre-event testing, event-window priority assistance, and co-marketing exposure. Reviewed case by case.

Explore collaboration support

17. Contact support

Email hello@gateflow.vip. To help us answer fast, include:

• Your GateFlow account email.
• The operation name, if the question is about a specific event.
• The exact message you saw on the Gate Device or scanner phone, if any.
• The approximate time and time zone.