NotaeLibrary
Gate entry to your Study Room events with verifiable passes, gatekeeper admission, and attendee management — for both physical and virtual events.
Door Pass is a feature that lets room owners gate entry to events. Every attendee who claims a spot receives a unique verification code they show at the door (or use to access a virtual meeting). A gatekeeper verifies the code and admits them.
This works for any kind of event: book club meetings, lectures, workshops, trade shows, weddings, conferences — anything where you need to know who is coming and actually show up.
🔑Verifiable Entry
Every pass has a unique 8-character code (like EVT-A7K3) that gatekeepers look up in real time. No paper tickets, no confusion.
👮Dedicated Gatekeeper Role
A GATEKEEPER room role lets you delegate door duty without giving away moderator powers. Owners and moderators can also work the door.
📊Live Check-In Tracking
See exactly how many people have arrived and how many spots remain — updated in real time via Ably.
💻Works for Virtual Events Too
Virtual events use passes to gate access to the meeting URL. Attendees must have a pass to see the Join Meeting button, preventing link sharing.
Door Pass is a room-level feature. The room owner must enable it before any events can use it.
Go to Room Settings
Navigate to your Study Room and click Settings. Scroll to the Door Pass section, or navigate to /study-rooms/[your-room]/settings/doorpass.
Toggle Door Pass on
Flip the toggle to Enabled. This makes the Door Pass option available when creating events in this room. Existing events are unaffected — only new events can opt in.
Create an event with Door Pass
When creating a new event, you will now see a "Require Pass for Entry" checkbox (only if the room has Door Pass enabled). Check it to require passes for this event.
Additional options appear when enabled:
When someone visits an event that requires a pass, the event detail page shows a "Get Pass" button instead of the usual RSVP buttons.
Claim a pass
Clicking Get Pass creates a pass record and assigns a unique verification code. If the event has a capacity limit, passes are first-come first-served.
View your pass
After claiming, a View Pass button appears. The pass page shows:
At the door (physical event)
Show your pass to the gatekeeper. They will type your verification code into their gatekeeper screen, verify your identity and membership, and tap Admit to check you in.
Joining a virtual event
For virtual events, the pass page shows a Join Meeting button instead of a location. This button only appears within 15 minutes of the event start time. The meeting URL is never shown as plain text — you must have a valid pass to access it.
Cancel your pass
If you can no longer attend, click Cancel Pass on your pass page. This frees your spot so someone else can claim it (if the event is at capacity). You cannot cancel after being checked in.
Gatekeepers are the people working the door — OWNERs, MODERATORs, or members with the GATEKEEPER role. They use a special gatekeeper screen to look up passes and admit attendees.
Access the gatekeeper screen
On the event detail page, gatekeepers see a Gate button. Click it to open the gatekeeper screen. You can also navigate directly to /study-rooms/[room]/events/[eventId]/gate.
Look up a pass
Type the attendee's verification code (e.g. EVT-A7K3) into the lookup field and press Enter or click Lookup. The system shows:
Admit the attendee
After verifying the attendee's identity, click Admit Attendee. The pass is marked as checked in with a timestamp and your name as the admitting gatekeeper. The live check-in counter updates immediately for all gatekeepers.
Track check-in progress
The gatekeeper screen shows a real-time counter and progress bar: "Checked in: 47 / 120." Every admission updates this via Ably, so multiple gatekeepers at different doors stay in sync.
Handling group passes
Some passes allow multiple people (group tickets — coming in a future update). The Admit button shows "Admit +1" for each additional person in the group. The pass is marked USED when all group spots are admitted.
The GATEKEEPER is a dedicated room role for delegating door duty. It lets someone check people in without giving them broader moderator powers.
| Role | Can Admit? | Can Revoke Passes? | Other Powers |
|---|---|---|---|
| OWNER | Yes | Yes | Full room administration |
| MODERATOR | Yes | Yes | Moderate content, manage members |
| GATEKEEPER | Yes | No | Door duty only — no content or member management |
| MEMBER | No | No | Standard member access |
To promote a member to GATEKEEPER, go to Room Settings > Members, find the member, and change their role. They will immediately be able to access the Gate button on any event in the room.
Owners and moderators can revoke a pass if someone should no longer attend (misconduct, duplicate registration, at the attendee's request, etc.). Gatekeepers cannot revoke passes — they can only admit.
To revoke a pass, use the revocation API or admin interface. The revoker must select a required reason from:
The revocation reason is stored on the pass record and visible in the admin audit trail. It is included in the revocation notification email (coming in a future update).
When creating an event, you can set a maximum attendee count (the same maxAttendees field used by RSVP). Door Pass respects this limit.
When the limit is reached, the "Get Pass" button changes to show the event is full. In a future update, a waitlist will let people queue for spots that open up when someone cancels.
| Action | Who Can Do It |
|---|---|
| Enable Door Pass for the room | Room owner only |
| Create an event requiring passes | Owner, moderator (or member if events are not moderator-only) |
| Claim a pass | Any active room member |
| Cancel own pass | Pass holder |
| Admit attendees at the door | Owner, moderator, gatekeeper |
| Revoke a pass | Owner, moderator (with required reason) |
| Promote a member to Gatekeeper | Room owner |