Scanning
Assign scanners to gates and workshops, then track guest check-in and check-out activity across your event.
Overview
The Scanning feature allows you to control who enters and exits each area of your event by scanning guest QR codes at gates and workshop sessions.
Where to find Scanning
Once you have selected an event, find Scanning in the event's left-hand navigation.
Inside the Scanning section you will find two tabs at the top:
| Tab | What it does |
|---|---|
| Assignments | Assign scanners to gates and workshops. |
| Scan Logs | View and export all gate check-in and check-out records. |
The tabs that appear depend on your permissions. If a tab is not visible, contact your administrator.
Before you start
- You need an Organizer, Event Manager, or administrator account to manage assignments.
- At least one Gate must be set up in a venue before you can assign a scanner to it.
- At least one Workshop must exist before you can assign a scanner to it.
- The person you want to assign must already have a scanner account in Evencia.
How to manage scanner assignments
Step 1 — Open Assignments
From your event's navigation, select Scanning, then make sure the Assignments tab is selected.
You will see all current scanner assignments listed in a table, grouped by type (Gates, Workshops, Games).
Step 2 — Switch between assignment types
At the top of the Assignments table, three tabs let you switch between assignment types:
| Tab | What it shows |
|---|---|
| Gates | Scanners assigned to entry/exit gates |
| Workshops | Scanners assigned to workshop sessions |
| Games | Scanners assigned to game stations |
Select the tab for the type of assignment you want to view or manage.
Step 3 — Create a new assignment
Select New Assignment in the top-right corner.
A dialog will open. Select the type of assignment using the tabs inside the dialog, then fill in the required details.
Assigning a scanner to a Gate
| Field | What to enter |
|---|---|
| Scanners | The staff member(s) who will scan at this gate. You can select more than one. Required. |
| Gate | The specific gate this scanner is assigned to. Required. |
| Start Time | The time the scanner's shift begins at this gate, in the event's timezone. Required. |
| End Time | The time the scanner's shift ends. Must be after the start time. Required. |
Assigning a scanner to a Workshop
| Field | What to enter |
|---|---|
| Scanners | The staff member(s) who will scan at this workshop. Required. |
| Workshop | The specific workshop this scanner is assigned to. Required. |
The scanner's shift times for workshops are taken automatically from the workshop's own schedule.
Select Assign to save the assignment.
Step 4 — Edit an assignment
To change an existing assignment:
- Find the assignment row in the table.
- Select the pencil icon (Edit).
- Update the fields you want to change.
- Select Save.
Step 5 — Remove an assignment
To remove a scanner from a gate or workshop:
- Find the assignment row in the table.
- Select the trash icon (Remove).
- Confirm the removal.
The scanner will no longer be able to scan at that location.
Searching assignments
Use the search box above the assignments table to find a specific scanner or assignment by name. The table updates as you type.
Common problems
I cannot see the New Assignment button
You may not have the permission to create assignments. Contact your administrator if you believe you should have access.
The gate or workshop I need is not in the list
Gates must be created inside a venue, and workshops must be created under the Workshops section of the event. Set these up first before creating assignments.
The scanner I want to assign is not in the list
The person must already have a scanner account in Evencia and be associated with this event. Contact your administrator if the scanner is missing.
A scanner cannot see their assignment
The scanner must log in to Evencia and go to Scanning → My Assignments within the event. If the assignment still does not appear, verify that the correct gate or workshop was selected.
Tips
- Assign scanners before the event day so they can log in and familiarise themselves with the interface.
- You can assign multiple scanners to the same gate or workshop if a location has high traffic.
- Use shift start and end times to ensure scanners only have access during their scheduled period.