Admission and scanning on event day

Overview

On event day every event has one scanner. It runs in the phone’s browser, no app needed: members open it in the event under Run with Scan, your crew from their crew pass. The top shows the event, the role and the entrance; the dock at the bottom holds Search, Scan, Guests and, for the box office, Box office.

Every scan answers in one word: Admitted, Already in, Wrong day, Wrong event or Not valid with the reason. Admitted closes itself after two seconds; you take your own scan back with Undo for 30 seconds.

For access from now until event end without a shift, see Invite crew inside the event. Regular assignments use the window below.

Who scans

• Members scan with their account when their role manages orders or events.
• Crew scans with their event assignment’s role: Admission, Box office, Guest list or Lead. Invite helpers to your crew; each person gets their own link, which binds to their phone the first time it opens.
• For crew the scanner works from three hours before admission opens until six hours after the event ends, on every day of a multi-day event. Before that it says when it opens.

The log records who scanned, at which entrance and on which device.

What each person sees

• Admission: the result, the ticket type, who is in and the capacity. Names when the assigned role allows them (the default).
• Box office: also the box office and My till with this device’s sales. It adds walk-ins to the guest list.
• Lead: every number including revenue in the Numbers sheet, the counter for people in without a ticket, opening and closing admission, editing and removing guests.

Email addresses, phone numbers and notes never reach a admission device, not even for members. You keep contact details and notes in the event under Run › Guests.

Validity and re-entry

For each ticket type you set under Sell › Tickets when a ticket is valid: once for the whole event, once per event day, or only on chosen days. A second scan then shows Already in or, on another day, Wrong day. When the event’s Re-entry switch is on, Already in adds: check the event’s re-entry proof.

Box office

Sales are cash only. Everyone who buys at the box office is let in right away, and no customer details are needed: after the sale the guest scans the code on the screen and gets the receipt and tickets on their phone. A crew device unlocks the box office once with a code from an email. Only people who manage events can change prices or add custom items.

Without a network

The scanner keeps a copy of the event on the device: names, ticket numbers and check values, no contact details. Without a network it keeps checking against that copy, saves scans and sales, and sends them once the network is back. The copy leaves the device after the event, on sign-out and when the device is blocked. Whatever a blocked device had not sent yet goes to the lead for review.

Artist passes

A successful artist scan shows a distinct Artist result and, with sound enabled, a short ascending chime. Artist guests show Guest of {name} when names are visible. See Use your artist pass for the distinction.

Tips & FAQ

The scanner says “Admission is closed”. The lead opens admission in the scanner or in the event under Run; then every device at every entrance can scan.

A ticket belongs to another event. The scanner says Wrong event and names the event when it is one of yours. Send the person to the box office.

A phone no longer has access. Give the person a new link in the crew. The old device loses access; its scans stay counted.

Are box office receipts RKSV-signed? No. The app records sales but does not sign RKSV receipts, including on Pro. As the organizer, you meet the applicable receipt and cash-register obligations. See Payouts and receipts.

Can I record cash sales later? Yes, in the event settlement under Record on-site sales, cash only.