Scan people into your event with ease by using our TicketSpice ticket scanning app. The app will allow you to scan printed or digital tickets, look people up if they forgot their tickets, do group check-in, edit orders, redeem merchandise items, set volunteer permissions, and more!
If you want to search and check people in from a computer or reset scans, you can do that too! Check your internet speed, export ticket scan data are all things we'll cover in this article too.
Before you get started scanning tickets, you'll want to do these two things:
Create an app key - click here to learn how
NOTE: The TicketSpice ticket scanning app is compatible with apple devices on iOs 13 or above and Android devices on version 8 or above.
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Log into the TicketSpice scanning app
To log into the app, you'll first want to create your app key and downloaded the app to your iPad, iPhone or Android device.
Open the app
Enter a Device Name - The Device Name is for internal use only and will show in areas such as reports. Set the Device Name to be whatever you'd like such as "Ashley's Scanner", "Front Gate Scanner", etc.
Enter your App Key - The app key can be created and found under the Onsite tab of your TicketSpice page (note, you do not need to enter the dashes)
💡Tip: You can enter up to 5 App Keys into one scanning device. If you'd like to enter multiple App Keys, be sure to click the Enter Multiple App Keys link prior to entering your first app key. Otherwise it will auto-log you into the app.
NOTE: In order to download tickets, your scanning device will need to have either cellular or wifi connection. If you connect to cellular or wifi to download tickets, you then can scan tickets offline.
Just know, if your device goes offline, it will not know if any other devices scanned a ticket and it will not download any tickets sold after your device last synced with the database.
When your device has a strong cellular or wifi connection, it will sync with the database automatically every 3 minutes. It also will sync upon each new scan. Or, you can pull down on the Settings or Reports screen to initiate a sync.
NOTE: To assure you gain full access to the features in the ticket scanning app, you will want to be sure to click Allow when prompted to give TicketSpice the ability to find and connect to devices on your local network and click OK when asked if TicketSpice can access the camera.
Scan Tickets
When scanning tickets, you'll want to hold the camera over the QR code on the printed or digital ticket. Below are the types of screens you may see after scanning a ticket.
Green Screen - Valid Ticket - The ticket was found and successfully scanned in
Red Screen - Already Scanned - This ticket was previously scanned. Click View Details to see scan history
Red Screen - Ticket Not Found - This ticket was likely to another event
Orange Screen - Wrong Date/Time - If your ticketing page is setup for multi-date or multi-event, then this ticket is likely for a day or event other than today or for tickets other than what the app key is setup to validate
NOTE: If you scan a ticket and receive an orange Wrong Date/Time screen, you can click the Force Check-In button to check the attendee in anyway if needed.
A use case for this could be if their ticket date was rained out and you say they can attend another day. When their ticket is scanned, it would give this Wrong Date/Time screen, but you can still check them in.
💡Tip: Scanning in a dark venue or at night? No problem! If on an apple device, give your scanning device a shake and it will enable (or disable) the flashlight! 🔦
Group Check-In
If someone purchased multiple tickets on one order, the ticket scanning app gives you the ability to check them all in quickly without having to scan each individual ticket.
You can either scan one of the tickets from the order, or you can search the ticket buyer or ticket holder's name in the app. From there you can select Group Check-in and tap Select All or select whatever attendees are present to check-in the group. Or after scanning someone's ticket in the order you can swipe right or left between the tickets to check them in.
NOTE: If you have waivers enabled and someone in the group has not signed a waiver, it will disable the Group Check-In for the group
Redeem Items
If you sold merchandise items, etc on your page, you can redeem those items through the ticket scanning app. Maybe you want people to be able to scan in successfully to enter your event, but then head over to the merchandise table and have the merch team mark off that they received their merchandise. Here is how to do so:
Once you scan a ticket (or search for someone) tap the Redeem Items button (this will only show if there are items to redeem)
You can tap on the plus button to mark it as redeemed
Edit Orders in-App
When the "Allow team to edit orders" is enabled when setting up the app key, you and your volunteers can make edits to upsell, refund, add or remove tickets or merchandise, etc. Here is how:
After you scan a ticket, tap the View Details link
Tap the three dots in the upper-right corner of the screen
Tap Edit
Then you can make the edits you'd like to the order
At the bottom, it will either prompt you to charge or refund the card on file, or you can opt to do nothing which won't charge or refund them in order to make the change
NOTE: By clicking the three dots you also can select to Reset scans if you scanned someone in by accident.
View Attendee List
From the home screen in the app you can tap on Attendees to see a list of who has already been checked-in and who has yet to be checked-in. If your app key has limited volunteer access, this Attendees option will not appear.
In-App Reports
Buy tapping Reports, you can view ticket scan data such as scan breakdown by ticket level, by scanner, by date (if you have a multi-date event), etc.
NOTE: In-app reports are not viewable by app keys that have limited volunteer permissions.
App Settings
Under Settings (gear icon) you can view all types of information such as Device Name, App Version you have, Build Number. Here are a few additional details you can find under App Settings:
Las Sync - This is the last time your device synced with the database to get the latest scan and ticket data
Tickets Downloaded - Show show many tickets have been downloaded to your device
Unsynced Scans - If you have some scans that have been made, but they have not synced back with the database, they will show here.
NOTE: You'll want to be sure to connect to a wifi or cellular network in order to sync your scans. This is critical to do prior to logging out so you don't lose any scan data.
Page Name - The page name linked to the app key you are logged in with
Token - Also known as App Key you are logged in with
Lookup Only or Lookup & Check-In - These can be toggled between based on your desired effort
Barcode Type (Camera Only) - Here you can see what barcode type you are setup to scan. The most common and the type our tickets are formatted in is the basic QRCode
Ticket Levels - It will show which ticket levels can be validated with this app key. You can uncheck or check ticket levels as needed
Network + Speed testing - If you are needing to know what your current internet or cellular connection speed is, you can tap Start Test.
Reset Scans + Online Check In
If you'd like to use a computer to check people in, or if you need to reset scans from a computer, here are steps to do so:
From the Pages screen, select Orders from the top menu bar
Select Tickets
Search for the person you'd like to check-in or reset scans for
Click the Reset Scans or Check In buttons on their order
Export Ticket Scan Info
If you'd like to run a report to see info such as what ticket levels have been scanned in, how many tickets have been scanned in, how many times tickets have been scanned, etc you can run an export with this info. Here is how:
From the Pages screen, hover your mouse over Reports from the top menu bar
Select Exporter from the dropdown
Select the Tickets export
Select the page or pages you'd like to export data for
Select the ticket level(s) you'd like to export data for
Then select the fields you'd like to export data for. Some field options you can consider are: Entry Scans, Total Scans, First Scan Date, Last Scan Date, Last Scan Device
NOTE: To select multiple pages or multiple fields at once, hold down the command button while making your selections if on mac or if on a PC hold down the control key while making your selections.
FAQs
Q: What is the recommended internet speed I should have in order to scan tickets and sync new tickets?
A: A solid minimum per device internet speed to scan tickets is 5-10 Mbps down and 3 Mbps up. But the more the better!
Q: What if I lose internet connection while scanning tickets?
A: If you lose internet connection while scanning tickets, continue scanning. Don't turn off your device. Don't log out of the app. When connectivity is back, do a force sync (under Settings) to ensure all the scan data is synced. If you turn your scanning device off or log out while offline, you will lose your device's scanning data and it will not be able to be recovered.
Q: Will a scanner with a data plan work?
A: Phones with data plans can work great! Just ensure you have 2 bars of signal or greater onsite to ensure reliability.
Q: How many devices can be used at once?
A: You can scan with as many devices as you need. Just make sure they are all using the same app key.