Help Guide

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Roles & Access

Scan Manager has three user roles, each with different permissions:

Creating & Managing Events

1. Go to My Events (promoters) or Events (admins) in the sidebar.
2. Click New Event and fill in the details:
   • Name — the public event name.
   • Date & time — when the event starts.
   • Venue — where the event takes place.
   • Capacity — maximum attendees (optional, used for live stats).
   • Promoter — admins choose which promoter the event belongs to.
3. Save — you’ll be redirected to the ticket import page with the event pre-selected.

Tickets & Importing

Supported file formats

Scan Manager imports tickets from CSV, TXT, TSV, XLSX, XLS, and ODS files (up to 20 MB each). You can upload multiple files at once.

What your file should contain

• A unique ticket identifier (barcode, QR value, or ticket code) — required.
• The guest name (first and last name in one or more columns).
• Optionally: email, ticket type, order reference, price band, etc.

Three-step import workflow

1. Upload — select one or more files and optionally choose a ticket provider (e.g. Skiddle, Eventbrite).
2. Map columns — the system auto-detects common column names (shown with a green badge). Review the mapping and sample data, then adjust if needed.
3. Preview & confirm — see validation stats (total rows, valid, duplicates removed, skipped, etc.) before confirming the import.

Auto-detected ticket providers

If you don’t manually set a provider, the system can detect it automatically from your file name or content:

Manual ticket creation

You can also create individual tickets manually from the Tickets page — useful for walk-ups, comp tickets, or one-off additions.

Scanning Tickets

Web scanner (door staff)

1. Door staff log in and open the Door Scanner from the sidebar.
2. Select the event from the dropdown (only active/paused events are shown).
3. Use the device camera to scan QR codes or barcodes.
4. Alternatively, type or paste a barcode into the Manual Entry field — works with external Bluetooth scanners in HID mode.

Scan outcomes

Every scan attempt is logged with its result:

• Valid — ticket found and checked in successfully.
• Already Used — this ticket was already checked in (shows original check-in time).
• Not Found — no matching ticket in the system.
• Unauthorised — user not authorised for this event.
• Inactive Event — event is not in an active/scannable status.

Supported barcode formats

Mobile App (iOS & Android)

The Scan Manager mobile app is built for fast, reliable scanning at the door — even without an internet connection.

Getting started

1. Download the app from the App Store or Google Play (or install the APK provided by your admin).
2. Enter the server URL if prompted (your admin will provide this).
3. Log in with your email and password.
4. Select an event — tickets are automatically downloaded and cached for offline use.
5. Point the camera at a QR code or barcode to scan.

Offline mode

• All tickets are cached locally in an SQLite database when you open an event.
• Scans work instantly even with no signal — tickets are validated against the local cache.
• Pending check-ins are queued locally and automatically synced when connectivity returns.
• The app syncs every 10 seconds when online — uploading pending check-ins (batches of up to 300) and downloading fresh ticket data.
• Duplicate detection works offline — already-scanned tickets are caught immediately from local memory.

Scanner features

• Camera scanning with live viewfinder and scan-frame overlay.
• Torch / flashlight toggle for dark venues — one tap on the camera view.
• Manual entry field for typed barcodes or external Bluetooth scanners.
• Holder search — search downloaded tickets by name, email, order ref, or ticket ID and check in from the results.
• Recent scans list showing the last 10 scans with sync status.
• Stats bar with total / checked-in / pending counts.

Feedback & settings

• Full-screen scan result — green (valid), amber (already used), red (not found).
• Sound — distinct chimes for each scan outcome. Can be toggled off for quiet venues.
• Haptics — vibration feedback (medium for success, heavy for errors). Independent toggle.
• Result display time — choose 1s, 3s, or 5s for how long the result overlay stays visible.
• Keep screen awake — prevents the device from sleeping mid-event.

Device handover

For shared or rental devices, use Handover to securely clear all local data and return to the login screen. The server URL is preserved for a smooth re-login between shifts.

Analytics & Reports

Click on any event to see its full analytics dashboard. Available data includes:

Event dashboard

• Overview stats — total tickets, scanned, unscanned, and scan rate percentage.
• Provider breakdown — total vs scanned tickets per ticket provider (Skiddle, Eventbrite, etc.).
• Ticket type breakdown — total vs scanned per ticket type (VIP, GA, etc.).
• Scan timeline chart — check-ins graphed in 10-minute time buckets.
• Provider distribution chart — visual split of tickets by provider.
• Peak window — the busiest 10-minute period during the event.
• Scanning duration — time between the first and last scan, plus average scans per hour.
• Scan outcomes — breakdown of valid, already used, not found, unauthorised, and inactive event attempts with counts.

Door staff performance

• Per-user metrics: total scans, valid scans, invalid scans, first/last scan time, active duration, and scans per hour.
• Identify bottlenecks and optimise staffing across your doors.

Live event monitoring

• Auto-refreshing live stats — 1-minute and 5-minute scan throughput rates.
• Current vs average rate comparison with above/below trend indicators.
• Real-time invalid scan counter and total attempt tracking.

Scan logs

• Browse every scan attempt for an event — paginated, 50 per page.
• Filter by result type (valid, already used, not found, etc.), door user, or search by scanned UID or ticket holder name.

Printable report

Click Print Report on any event to generate a print-friendly version of all analytics — suitable for post-event handoff or archiving.

Team Management

Manage your scanning team from the Team page in the sidebar.

• Create door staff — add accounts for door workers. They receive an email invitation with a secure password setup link.
• Create venue admins — add promoter admin accounts who can manage events, tickets, and team members for your organisation.
• Remove accounts — delete users when shifts or roles change.
• Password resets — admins can send password reset emails to any user at any time.

Billing & Subscriptions

Manage your subscription from Billing in the sidebar. All payments are processed securely through Stripe.

Subscription plans

What you can do from the Billing page

• 7-day free trial on every plan — credit card required, cancel any time.
• Upgrade or downgrade your plan at any time.
• Cancel your subscription — access continues until the end of your current billing period.
• Resume a cancelled subscription before it actually ends.
• View invoices and download PDF receipts.
• Manage payment methods via the Stripe Customer Portal.

API Keys & Integrations

Connect external ticketing platforms to Scan Manager using the REST API. Manage keys from API Keys in the sidebar.

• Generate a key — the full key is shown only once at creation. Copy and store it securely.
• Toggle active/inactive — temporarily disable a key without deleting it.
• Regenerate — issue a new key and invalidate the old one.
• Delete — permanently revoke access.

Audit Trail & Logs

Scan Manager logs every important action for full accountability.

• Every scan attempt is recorded with timestamp, outcome, and door staff member.
• Event changes, ticket imports, and team modifications are all logged.
• View per-event scan logs from the event dashboard — filterable by result type, door user, or search term.

Password & Security

• Change your password at any time from Change Password in the sidebar.
• If you received an email invitation, use the link in the email to set your initial password.
• All passwords are securely hashed — they are never stored in plain text.
• API keys are stored as SHA-256 hashes — the full key is only ever shown once at creation.
• All data is transmitted over HTTPS.