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Scanners

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Overview  Quick Start  Navigation  My Gate Assignments  Scanner Page  Check In  Check Out  Workshop Scanning  Interpreting Results  Permissions  Data Model  Best Practices  Troubleshooting  Related

4CC Why Scanners?

Fast, reliable on-site verification with duplicate prevention and explicit gate contextclean sessions and fewer frontdesk escalations.

The Scanners module powers on-site validation of guest QR codes at controlled gates. It supports real-time status checks, duplicate prevention, per-gate context, and check-in / check-out flows.

Overview​

Use mobile or dedicated devices to validate QR codes and track gate entries.

Quick Start (for scanners)​

  1. Sign in to the scanner app.
  2. Go to Event > Scan > My Gate Assignments.
  3. Pick the relevant gate (optional filter) and click Check In or Check Out.
  4. On the scanner page, press Start Scanning and point the camera at the guests QR code.
  5. Follow the on-screen result (sound + banner) and repeat for the next guest.
  • My Gate Assignments: Event > Scan > My Gate Assignments (shows scheduled gates)
  • Start scanning: From the Assignments table, use the Check In / Check Out buttons

Screenshot: Scanner Dashboard

Tip: You need the scanner.scan permission to access scanning screens.

My Gate Assignments​

  • Filter by gate using the dropdown.
  • Table shows your assignment window (Start/End Time) and an Actions column.
  • Actions:
    • Check In: Opens scanner in check-in mode
    • Check Out: Opens scanner in check-out mode

Scanner Page (Verify)​

  • Header: event name, current mode (check-in/check-out), selected gate
  • Controls:
    • Start Scanning: Activates the device camera (rear camera preferred)
    • Stop Scanning: Pauses the scanner
  • Latest Result: temporary banner shows most recent scan
  • Results List: running log of scans for the session
  • Audio feedback: chime on valid scans; buzzer on invalid/blocked scans

Browser requirement: Grant camera permission and use HTTPS for reliable access.

How to Check In Guests​

  1. From My Gate Assignments, click Check In on your gate
  2. Click Start Scanning and aim at the guests QR code
  3. Expected outcomes:
    • Success: �2705 Valid 2013 guest checked in at this gate
    • Warning: �274c Already checked in 2013 guest has an active session
    • Error: �274c Invalid 2013 code not recognized; send to help desk

How to Check Out Guests​

  1. From My Gate Assignments, click Check Out
  2. Click Start Scanning and aim at the guests QR code
  3. Expected outcomes:
    • Success: �2705 Valid 2013 guest checked out
    • Warning: �274c Already checked out or not checked in
    • Error: �274c Invalid 2013 code not recognized

Notes:

  • Gate context is passed from the Assignments button; no need to pick a gate again
  • Duplicate-scan protection (~5s) prevents accidental rescans

Checkout semantics & timestamps​

  • Last update / process timestamp: Each scan action (check-in or check-out) records a last-updated timestamp so you can see the most recent activity on a session.
  • System-initiated checkout: The system may automatically checkout sessions (for example when an assignment window ends or during scheduled housekeeping). These automatic checkouts are logged with the system as the actor and appear in session history.
  • Event timezone is authoritative: Automatic checkout triggers use the events configured timezone to determine boundaries (assignment end times, scheduled housekeeping). While the UI shows times in the viewer's preferred timezone, exports and audit fields include the event timezone for clarity.

Workshop Scanning​

  • Must be assigned to the workshop to scan
  • Guests must be registered for the workshop
  • Duplicate prevention: guest already checked in cannot be checked in again
  • Checkout allowed only after successful workshop check-in

Expected outcomes:

  • Success: �2705 Valid 2013 status updated
  • Warning: �274c Already checked in / �274c Not checked in
  • Error: �274c Unauthorized / �274c Not registered

Interpreting Results​

  • Each scan shows a colored card with:
    • Time of scan
    • Guest name and email (if found)
    • Gate
    • Direction (check-in or check-out)

Status meanings:

  • success: Operation completed
  • warning: Blocked due to state
  • error: Code not found / invalid

Permissions​

  • Required: scanner.scan
  • Additional access may be governed by viewing/verifying session policies

Data Model Snapshot (ScanSession)​

  • Fields: event_id, venue_id, guest_id, checkin_gate_id, checkout_gate_id, checkin_at, checkout_at
  • Behavior:
    • Check-in creates a new ScanSession
    • Check-out updates the active session
    • Only one active session per guest per venue allowed

Best Practices​

  • Test your device camera before doors open
  • Keep lens clean; avoid glare; ensure good lighting
  • Hold QR codes 10201320 cm from camera; keep steady for faster reads

Troubleshooting​

IssueLikely causeFix
Camera wont startBrowser blocked camera or non-HTTPSAllow camera access; use HTTPS; try another browser
No sound on scanDevice volume mutedIncrease volume; check device sound mode
Repeated scans dont registerDuplicate-scan protection activeWait a few seconds before retrying
Guests cant be foundWrong event or not issued codeVerify event context and credential source
Already checked in on arrivalGuest already scanned earlierSend to help desk to investigate prior entry

Last updated: 2026-01-12