Scanners
Create and manage scanner accounts in Evencia.
Overview
Scanners are staff members who check guests in at your events by scanning their QR codes. Each scanner is assigned to one or more events and can only work within those events.
Scanners use the Evencia scanning interface — they do not have access to other management areas of the platform.
Where to find Scanners
From the main navigation, select Users, then select the Scanners tab.
Before you start
- Organizers can create scanners for their own events.
- Event Managers can create scanners for the events they are assigned to.
- Admins can create scanners for any organizer.
- At least one event must exist before you can create a scanner.
- You need at least an email address or a phone number to create a scanner account.
How to create a scanner
Step 1 — Open the create form
On the Scanners page, select Create.
Step 2 — Enter the scanner's details
A dialog appears. Fill in the following information:
| Field | What to enter |
|---|---|
| Name | The scanner's full name (required, maximum 40 characters) |
| Their email address. Required if no phone number is provided. | |
| Phone Number | Their phone number. Required if no email address is provided. |
At least one of Email or Phone Number must be provided.
Step 3 — Select an organizer (admins only)
If you are an admin, you must first select an Organizer. The available events and permissions shown in the next steps will be filtered to that organizer's data.
Step 4 — Assign events
In the Events field, select which events this scanner will be able to work at. Only events you have access to are shown.
A scanner can only scan guests at the events they are assigned to.
Step 5 — Assign permissions (optional)
The Permissions section shows optional extra capabilities you can grant to this scanner. Permissions are grouped by area.
- Permissions marked role are always on for scanners.
- Additional permissions (such as the ability to approve guests on scan) can be toggled on or off.
Step 6 — Save
Select Create. The scanner account is created.
A welcome message with the login credentials is sent via email (if an email address was provided) and/or WhatsApp (if a phone number was provided and WhatsApp notifications are enabled).
How to edit a scanner
- Find the scanner in the list.
- Select the pencil (edit) icon in their row.
- Update any details, events, or permissions.
- Select Update.
If the email address is changed, a new password is generated and sent to the new email address, and the scanner's current sessions are ended.
How to delete a scanner
- Find the scanner in the list.
- Select the trash icon in their row.
- Confirm the deletion.
The scanner account is removed and they can no longer log in.
How to reset a scanner's password
- Find the scanner in the list.
- Select the key icon in their row.
- Confirm the password reset.
A new password is generated and sent to the scanner via email and/or WhatsApp.
What scanners can see
Scanners only have access to the scanning interface for their assigned events. They cannot access event settings, guest lists, reports, or any other management area unless specific additional permissions have been granted to them.
Searching and filtering
Use the Search box to find scanners by name, email, or phone number.
Common problems
I can't find the Scanners tab
You may not have permission to view scanners. Contact your organizer or administrator.
No events appear in the Events field
There are no events available for you to assign. Make sure at least one event exists and that you have access to it.
The scanner is not able to check in guests at a specific event
Check that the scanner is assigned to that event. Open the scanner's edit dialog and confirm the event appears in their event list.
The scanner did not receive a welcome message
If no email or phone number was provided, no notification is sent. Check that the correct details were entered and, if needed, use the Reset Password option to send new credentials.