Scan Logs
View guest check-in and check-out activity at each workshop session.
Overview
The Scan Logs page records every time a guest is scanned into or out of a workshop. It gives you a real-time picture of who is currently inside each workshop session, who has completed their attendance, and how long guests spend in each session on average.
Scan logs are created automatically by staff or scanners using the Evencia scanning tools — you cannot create or edit them manually.
Where to find Scan Logs
From your event's navigation, select Workshops, then select the Scan Logs tab at the top of the page.
Before you start
- You need the scanner.workshop-logs permission, the Organizer or Event Manager role for the event, or an administrator account.
- Scan logs are created by scanners on the day of the event. If scanning has not started yet, the page will be empty.
Summary statistics
At the top of the Scan Logs page, four summary cards give you a quick overview:
| Card | What it shows |
|---|---|
| Total Guests | The total number of unique guests scanned across all workshops |
| Active (inside) | Guests who have checked in but have not yet checked out — currently inside a workshop |
| Completed | Guests who have both checked in and checked out |
| Avg Duration | The average time guests spend in a workshop session |
These numbers update based on your current filters.
Understanding the table
Each row in the table represents one guest's activity within one workshop. The table shows:
| Column | What it means |
|---|---|
| Workshop | The workshop the guest attended |
| Guest | The guest's name and email address |
| First Check-in | The time the guest was first scanned into this workshop, in your personal timezone |
| Last Check-out | The time the guest was last scanned out. Shows Ongoing if the guest is still inside |
| Logs | How many individual check-in/check-out sessions this guest has for this workshop |
| Duration | The total time spent in the workshop across all sessions |
| Status | Active if the guest is currently inside, Completed if they have left |
| Actions | Select the eye icon to view the full session history for this guest and workshop |
Filtering scan logs
You can narrow the results using the filters at the top of the table:
| Filter | What it does |
|---|---|
| Workshop | Show only activity for a specific workshop |
| Scanner | Show only activity recorded by a specific scanner |
| Status | Filter by Active (still inside), Completed (left), or All |
| From date | Show activity from a specific date onward |
| To date | Show activity up to a specific date |
Select Clear filters to reset all filters at once.
Viewing session details
A guest may check in and out of the same workshop more than once. To see every individual entry and exit:
- Find the guest's row in the table.
- Select the eye icon (View details) on the right.
A panel will open showing a detailed list of all sessions for that guest and workshop, including:
- The exact check-in and check-out time for each session.
- How long each session lasted.
- Which scanner recorded each check-in and which scanner recorded each check-out.
Exporting scan logs
To download the scan log data as a spreadsheet:
- Apply any filters you want (for example, select a specific workshop or date range).
- Select Export CSV in the top-right corner.
A dialog will appear with two export options:
| Option | What it exports |
|---|---|
| Grouped by workshop & guest | One row per workshop/guest pair, with first check-in, last check-out, and total duration. Useful for a summary view. |
| Detailed (one row per log) | Every individual check-in/check-out session. Useful for a complete audit trail. |
Select your preferred format and then select Export.
Common problems
The page is empty
Scan logs are created by scanners on the day of the event. If the event has not started or scanning has not begun, there will be no records.
I cannot see the Scan Logs tab
You may not have the required permission to view scan logs. Contact your administrator if you believe you should have access.
A guest shows as Active but I know they have left
The guest may have left without being scanned out. A scan-out must be performed by a scanner for the session to be marked as Completed.
The times look different from what I expected
All times in the Scan Logs table are shown in your personal timezone, set in your account preferences. Hover over any time cell to see a tooltip confirming the timezone.
Tips
- Use the Status: Active filter during a live event to see exactly who is currently inside each workshop.
- Use Grouped export for a clean attendance summary. Use Detailed export when you need a complete record for auditing or reporting.
- Filter by Scanner if you want to review the activity of a specific staff member.