The TryBooking Mobile Scanning App will help you easily manage entry to your event and monitor event sales on whilst on the go. Check-In guests by scanning the QR code on their ticket or manually lookup by their name.
The app is free to download and accessible to TryBooking Event Organisers, their Team Members and Volunteers. You can download the app from the Apple App Store or Google Play Store for free and start scanning entries directly from your phone.
Device requirements and user access
Available in Regions | iPhone | Android |
AU | iOS 15.1 and above | Android 9 and above |
Internet connection
To download and log in to the scanning app your device will require an internet connection.
We recommend having a reliable internet connection at your event location to ensure scans sync across all devices. However, the TryBooking scanning app will continue to scan tickets even after you lose connection.
If the device does lose internet connection, the scan data will be stored locally to the device and then sync to the database and across all devices once connection is re-established. This means a ticket scanned on the device that looses internet connection, can potentially be scanned in successfully on another device, whilst the connection is lost.
If you'd prefer that your devices is prevented from scanning tickets should they loose connection, switch to Real-Time Verification mode.
If you plan on scanning guests In and Out, and allowing for re-entry, an stable internet connection at all entry points in required. We would also recommend that you opt to use Real-Time Verification mode.
User Access
The following User Roles will have access to the TryBooking Scanning App:
Account Owner
Power User
Booking Manager
Basic Access
Box Office Manager
Box Office
Producer Access
Volunteer Access
Box Office, Producer Access and Volunteers will have restricted access to the app. They will be able to access for scanning and looking up bookings. However they will not see financial data, edit/set up rules and access to the main settings.
For more information on Team Members and their permissions see: Setting up and managing Team Members
To set up Volunteers Access see: Setting Up Volunteers for Scanning
How to navigate the app
Use the menu at the bottom navigation bar to navigate been the Dashboard, Scanning, Booking Lookup and Settings.
Dashboard: View check-in stats and sales overview
Bookings: Look up bookings and attendees by name, manually check-in and out tickets
Scan: Scan tickets using the device's camera
Recent: Shows a log of the most recent scans, for Volunteers, Producer Access, and Box Office users this will be limited to their device scans only
Settings: Set up rules, set up Volunteers, switch accounts, switch events selected for scanning, bulk check-out tickets
Dashboard Stats
The dashboard will allow you to track sales, revenue and scan volume.
Tap on the Event Name tile, below the graph, to provide a further breakdown by Session Time or Ticket Type. If your event does have multiple Session Times, click on the Session Time tile to view the breakdown by Ticket Type.
With Sales selected, the data will reflect sales with percentage taken from your event capacity. With Scans selected, the data will reflect scans out of number of tickets sold.
Figures are reported across the event, not just specific to the device currently being used. This allows for better understanding of attendance for better entry management.
Pull down on the screen to have the data refreshed, whilst viewing.
Volunteers, Producers and Box Office Users will only be able to see scan volume. They will not see revenue.
Check-In and Check-Out tickets
Once you have downloaded the TryBooking Mobile Scanning App, you will be able to log in and begin scanning.
Learn how to:
Select events for scanning
You will be able to select the events you wish to scan once you have logged into the app.
Those with Volunteer Access will have the events pre-selected for them.
Those with Producer Access will only be able to scan for the event their username is linked to.
To select events for scanning on log in:
Log in to the app using your TryBooking credentials
You will be presented with the Current Events on your account.
Select the events you wish to scan tickets for by tapping the check-box to the right of the event name. You can select multiple events if required
Tap Next, and you will be directed to the Dashboard where you can use the bottom menu bar to proceed with your next action
If you wish to change the events you originally selected for scanning:
On the navigation menu bar, select Settings
In the Settings menu, select Event selection
You will be presented with the Current Events on your account (you can switch to Past Events if need be). Select the event/s you wish to scan tickets for by tapping the check-box to the right of the event name.
Tap Next, and you will be directed to the Dashboard where you can use the bottom menu bar to proceed with your next action
Scan to Check-In Tickets
By default, tickets issued to the customer contain a QR code for scanning. This is used by the scanning app to validate the ticket presented on entry.
Hard and digital tickets can be presented for scanning.
Scan to Check-In tickets:
With your events selected for scanning, select Scan on the navigation menu bar
By default your device will be in Check-In mode, as indicated in the top right of the screen.
Hold the camera over the QR Code on the ticket that is being presentedWith the ticket scanned a scan message will appear on screen to confirm whether the ticket present is valid and successfully checked-in
Scan Message Examples:
Successful | Invalid Ticket Already Scanned In |
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Invalid Ticket Not In Rule | Invalid Ticket Not Found Ticket has either been voided or is for an event not selected for scanning |
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Tap on the scan message tile to open the Booking Details screen to see all tickets in their booking
Check-In multiple tickets within a booking
If all attendees within the one booking arrive together, speed up entry by checking in multiple tickets within a booking via the Booking details screen. This will save having to manually scan in each for the group.
To Check-In multiple tickets from a booking:
With the scan screen selected, scan the first ticket presented
Tap on the Scan Message tile
You will be taken to the Booking Details where you can see all tickets in their booking
Check-In the tickets individually tapping on the tick field to the right of the ticket.
Alternatively, tap the 3 dots to the top right to access the Check-In This Booking option to check all tickets in
Scan to Check-Out Tickets
If you wish to Check-Out attendees on exit, allowing them to re-enter on their original ticket, you can change the scan mode to Check-Out.
To scan to Check-Out tickets:
Select the Scan option on the bottom menu bar
In the top right of the screen, tap on the Check-In Tickets tile
A Switch to Check-Out confirmation popup will show, select Yes
The scan mode tile will update to Check-Out Tickets
Hold the camera over the QR Code on the ticket that is being presented to scan and Check-Out the ticket
If you allow Pass-outs, we strongly suggest using a system that prevents attendees from sharing their ticket with others. Stamps or wristbands are good options for ensuring a ticket is not re-used by another after persons after exit.
Look Up and manually Check-In and Out tickets
You can check attendees in manually by searching by the Booked By or Attendee Name. Helpful should you wish to use an electronic door list rather than scanning, or should an attendee lost/misplaced their ticket.
To search by Attendee Name, you must use our Prebuilt Attendee Name fields in Custom Forms
To search and Check-In attendees:
Select Bookings on the navigation menu bar
In the search bar, enter in the Attendee name or Booked By name
Once you have located the correct ticket, swipe Right across the ticket to Check-In
If you are unsure you have located the correct booking, tap on the ticket listed to open the booking details. Here you will see all tickets in the booking
Tap on the tick field to the right of the ticket/s to Check-In, or you can click on the 3 dots to the top right to access Check-In This Booking option to check all tickets in the booking in
Setting up rules for scanning
All tickets for the event/s selected will be accepted by default. Rules will allow you to streamline managing your entry points, by accepting Sessions, Sections or Tickets Types you've specified.
You will have the option to:
Enable the Current Day prebuilt rule: accepts tickets that are for sessions taking place that day
Create a Time based Rule: Allows you to create the 1 rule to validate each session time
Create a Custom Rule: Define Session Times, Sections and/or Ticket Types to be accepted
To set up rules for scanning:
On the navigation menu bar, select Settings
In the Settings menu, select Set scanning rules
Select Current Day (prebuilt rule) to apply it to your device or click on Create a Rule to create a Time Based Rule or Custom rule
For detail steps on creating rules, and choosing the right rule for your needs, see: Setting up rules for scanning