Scanner
The Scanner feature manages door entry for your events. It covers two distinct experiences depending on role: a full-screen scanning interface for door staff, and a monitoring view for organisation admins and event managers.
After purchase, each customer receives a personal ticket link by email. The link shows their order and one unique QR code per issued ticket. Customers present this on their phone or as a printed PDF at the door. Each QR code is single-use — once scanned it is marked as checked in and cannot be reused.
Entry lifecycle
An event must be explicitly opened for entry before any tickets can be scanned. This gives you control over exactly when doors open.
- Before the event, the event is in sales mode — tickets can be purchased, but no scanning is possible.
- When you are ready to open the doors, click Open for entry. You can optionally close ticket sales at the same point.
- Tickets can now be scanned or manually checked in.
- After the event, click Close entry to end the scanning window.
If you tick "Also close ticket sales at this point" when opening for entry, the off-sale date on all ticket types for that event occurrence is set to now. This prevents any further purchases while scanning is underway. Leave it unticked if you want to allow last-minute sales at the door alongside scanning.
Scanner role — door staff view
Users with the Scanner role get a dedicated full-screen interface with no portal sidebar. To access it, they log in and click Scanner in the menu, or navigate directly to the portal.
Selecting an event
The scanner opens on an event list showing all upcoming events. Events that are currently open for entry are highlighted. Tap an event to enter scan mode for that event.
Scan modes
Once inside an event, there are two modes selectable via tabs:
| Mode | How it works |
|---|---|
| Manual | Browse and search the live attendance list. Click Check in next to any pending ticket to mark it as arrived. |
| Camera | Use the device camera to scan the QR code on a customer's ticket. Press Start camera, point at the QR code, and the result appears immediately. |
Scan results
After each camera scan a result banner is shown:
- Valid (green) — ticket accepted, customer name and ticket type shown.
- Already checked in (amber) — ticket was scanned earlier, original check-in time shown.
- Entry not open — the event has not been opened for entry yet.
- Ticket refunded — ticket has been voided, entry should be refused.
- Ticket not found — the QR code could not be matched to a ticket for this event.
Press Scan next ticket to restart the camera for the next customer, or dismiss the banner to review the attendance list.
Attendance list
Below the scan panel, the live attendance list shows all tickets grouped by order. Each entry shows the customer name, email, ticket type, and check-in status. Use the search bar to find a specific customer by name, email, or order number.
The summary line at the top shows checked-in, pending, and refunded counts for the event.
Opening and closing entry from scan mode
Door staff with the Scanner role can also open and close entry directly from the scan view, without returning to the event list.
Organisation admin and Event Manager — scanner status view
Organisation admins and event managers see a different view when they click Live Events in the portal sidebar. It shows all upcoming events as an accordion list:
- Events open for entry show a green badge, live checked-in / total counts, and a Close entry link.
- Events not yet open show an Open for entry button.
- Expanding an event loads the full attendance list with search, identical in content to the scanner view but with no check-in buttons or camera controls.
This view is intended for remote monitoring — for example, watching door progress from the office — while door staff handle scanning on a separate device.
Setting up door staff
- Go to Team and invite the door staff member with the Scanner role.
- They will receive an invite email to set their password.
- On the night, they log in on any device with a camera and navigate to the Scanner.
- Before opening the doors, open the event for entry (this can be done by any admin or by the scanner themselves).
Camera scanning requires the browser to have permission to access the device camera. On first use the browser will prompt for permission — make sure to allow it. If access is denied, use the Manual mode as a fallback.