How to Scan
A step-by-step guide for scanners checking guests in and out at gates and workshops.
Overview
The Scan interface is what you use on the day of the event to check guests in and out by scanning their QR codes. It works on any device with a camera — a phone, tablet, or laptop — and also supports manual entry if a camera is not available.
Where to find the scan interface
From your event's navigation, select Scanning.
You will land on My Assignments — a list of all the gates and workshops you have been assigned to scan.
Before you start
- You must have a scanner account and be assigned to at least one gate or workshop for this event.
- If you have no assignments listed, contact your event administrator.
- Make sure your device has camera access enabled in your browser settings if you plan to use camera scanning.
How to scan guests
Step 1 — Open My Assignments
Select Scanning from the event navigation.
You will see cards for each gate or workshop you are assigned to. Each card shows:
- The name of the gate or workshop.
- The type (Gate or Workshop).
- The venue it belongs to (if applicable).
- The scheduled start and end times of your assignment.
Step 2 — Choose the action
Each assignment card has two buttons:
| Button | What it does |
|---|---|
| Check In | Scan a guest entering the area |
| Check Out | Scan a guest leaving the area |
Select the button that matches what you want to do. The scan screen will open.
Step 3 — Choose your scan mode
At the top of the scan screen, two options are available:
| Mode | When to use it |
|---|---|
| Camera | Use your device camera to scan a guest's QR code. Best for most situations. |
| Manual | Type or paste a guest's code. Useful if the camera is not available or the QR code cannot be scanned. |
The camera mode starts automatically when you open the scan screen.
Step 4 — Scan a guest (Camera mode)
- Point your device camera at the guest's QR code.
- Hold the camera steady until the code is detected.
- The result appears immediately on screen — no button press is needed.
Step 4 — Enter a code manually (Manual mode)
- Select the Manual tab.
- Type or paste the guest's UUID or QR code value into the input field.
- Select Check In or Check Out (the button label matches the direction you chose in Step 2).
A hardware QR scanner (a USB barcode reader) also works in manual mode — it will paste the code into the field automatically.
Step 5 — Read the result
After each scan, a result screen appears:
| Result | What it means |
|---|---|
| ✅ Valid | The guest was successfully checked in or out. |
| ⚠ Already checked in | The guest has already been scanned in and has not yet checked out. |
| ⚠ Already checked out / Not checked in | A check-out was attempted but the guest has no active check-in record. |
| ❌ Invalid | The QR code was not recognised. The guest may not be registered for this event. |
| ❌ Not registered | (Workshop only) The guest is not registered for this workshop. |
| ❌ Tag Mismatch | The guest's tag does not match the gate restriction. They should use a different entrance. |
| ❌ Unauthorized | You do not have permission to scan this gate or workshop. Contact your administrator. |
The result screen also shows the guest's name and email so you can confirm their identity.
Step 6 — Scan the next guest
Select Scan Again to return to the scan view and scan the next guest.
In camera mode, the camera restarts automatically after you select Scan Again.
Searching your assignments
If you have many assignments, use the search box at the top of the My Assignments page to filter by name or venue.
Common problems
The camera does not start
Check that your browser has permission to access the camera. On most devices, a permission prompt will appear the first time you use camera scanning. If you denied it previously, go to your browser settings and allow camera access for this site.
If the camera still does not work, switch to Manual mode.
The guest's QR code cannot be scanned
Switch to Manual mode and ask the guest to show their unique code. You can type or paste it into the input field.
I do not see any assignments
You must be assigned to a gate or workshop by an event administrator before any assignments appear. Contact your administrator if you believe you should have assignments.
The result shows Tag Mismatch
The guest's badge type does not match the gate they are trying to enter. Direct them to the correct entrance for their ticket type.
The result shows Not registered (Workshop)
The guest did not register for this workshop. They may be at the wrong session, or they may need to register first using their personalised workshop link.
Tips
- Keep your screen brightness turned up so the camera can focus more easily on QR codes.
- In a noisy environment, the visual result (green/yellow/red) is easier to act on than reading text.
- If you are scanning a high-traffic gate, use a hardware QR reader in Manual mode for faster throughput.
- Always confirm the guest name shown on the result screen matches the person in front of you.