Teams help

Checking IDs across multiple doors and staff shifts

By Apparent Logic, LLC · Updated October 5, 2026
Product behavior checked October 5, 2026 · How we review sources

Check ID for Teams can bring paired iPhone and iPad scan activity into one account, with venue, device and operator context. Start with a small shift drill: two doors, two staff members and a manager reviewing the same recorded checks. This is product guidance, not a legal or permit checklist.

Before the shift

1. Create the team and venue. Subscribe in Check ID on iPhone or iPad. Owners and managers can manage Teams on Mac or the web console. Scanning happens on iPhone and iPad.
2. Pair each shared device. Choose its venue and name it for its working position, such as “Main Entrance” or “Side Door.” Confirm the name shown on the door screen.
3. Set up staff. Give each operator their own staff profile and PIN. Confirm they can check in on the assigned device while online before depending on the cached offline roster.
4. Review attribution and rules. Staff check-in is the default shared-device setup; an anonymous door records the device without identifying an operator. Review minimum-age and other ID-check settings for the venue.
5. Agree on handling concerns. Define who staff call for an unreadable document, photo mismatch or repeat-entry prompt. A result is a tool for that procedure, not the final decision.

A two-door example

Fictional example: Harbor Hall pairs two iPads at one venue. Casey checks in at Main Entrance and Morgan at Side Door. Each examines the physical document and its holder, scans the barcode and records the admission decision.

With both devices online and server repeat-entry storage enabled for the venue, a recent synced barcode scan at one door can produce a repeat-entry prompt at the other. The default server window is four hours and owners can change it. Jurisdiction settings can disable or limit server storage; confirm the actual venue setting rather than assuming cross-door checks are active everywhere.

A repeat entry might be legitimate re-entry, a test scan or another situation that needs discussion. Staff resolve it under the venue’s policy. The prompt does not prove document forgery, ID lending or misconduct, and does not automatically refuse entry.

When staff change over

Have the outgoing operator lock or sign out of the door’s staff session, then have the incoming operator check in with their own PIN. Confirm the displayed attribution before the next check. An unattended or anonymous door cannot establish which person operated it.

Staff PIN check-in on a paired device is separate from signing in to a team account. Owners and managers should review the device and staff configuration before the shift, especially after roster changes.

What happens when a door loses connectivity?

Barcode age/date checks run on the device. Paired devices can use an already cached staff roster and guest-list copy offline. Updates made elsewhere are unavailable until they sync.

Cross-door repeat-entry checks require access to the service and information already received there. When that check is unavailable, the device’s repeat-entry scope is local. It cannot know about a new scan waiting on another offline door. Cross-door repeat-entry checks are for supported barcode scans, not passports or mobile IDs.

Teams queues completed scan events for delivery when connectivity and authorization permit. A queued check is not yet a server record, and a report cannot include it until it arrives. Keep the app running for the drill, reconnect and verify the records in Activity and the manager’s view. Do not assume every interruption or storage failure preserves every scan.

What should the manager review?

See a fictional sample report and what its counts mean.

Owners and managers can review received scan activity and export a per-scan CSV log or a PDF summary for a date range. Check the venue, device, scan time, app-check outcome and staff admission decision; these are different facts. A document passing checks does not mean the operator admitted its holder.

Exported logs use internal operator references rather than employee names. Owners and managers can match those references inside Check ID. Scan records omit the scanned person’s name, birth date, address, document number and ID image. Guest-list names deliberately entered or imported by the team are separate data.

Teams keeps scan records on our servers for two years by default. Choose retention only after reviewing applicable rules; that default is not a legal recommendation. See Security and data for record, code, guest-list and analytics handling.

A short pre-shift drill

• Record three supported test checks at Main Entrance and two at Side Door, with known expected outcomes and staff decisions.
• Repeat one barcode check at the other online door and inspect the prompt, where server repeat-entry storage is enabled.
• Change the operator on one device and verify the next record’s attribution.
• Take one device offline, make a completed test check, reconnect and verify it arrives exactly once. Do not use another door’s lack of an alert as proof that it was never scanned.
• Review the expected records in Activity, the manager console and a report. Resolve missing or pending checks before relying on the workflow.

Use supported test documents with the holder’s permission. A successful drill demonstrates those tested paths; it does not certify compliance, prove authenticity or guarantee complete delivery under every failure condition.

Related guides

• Festival permits and ID-check planning
• Bouncers and security contractors
• What each verification check means
• Reliability and delivery limits

Frequently asked questions