Gatekeeper is TryBooking scanning software that doesn't require internet for fast secure checking of ticket data. Currently only available for AU and UK regions, Gatekeeper runs independently from your TryBooking account using a computer and a scanner connected by USB.
If you have access to WIFI or Mobile Data at your event, we recommend using our Mobile Scanning App.
This article covers:
- Installing Gatekeeper
- Setting up Gatekeeper ready for scanning
- Scanning Tickets
- Reporting
- Hardware Options
Installing Gatekeeper
Should you wish to use your own laptop or computer, you can download the Gatekeeper software free via the below links and installed onto a PC, Mac or Linux machine.
Not currently available in NZ
Setting up Gatekeeper ready for scanning
With the Gatekeeper software downloaded on to your computer, you will be able to run the application and begin scanning straightway. However, you may choose to adjust settings depending on what you are needing to achieve.
You will have the option to adjust the following settings:
- Networking devices for multiple entry points
- Validate Session times on ticket presented
- Download ticket data
- Setting up Gates
- Adding Rules
- Deleting Scans & resetting the database
Networking devices for multiple entry points
If you are are using multiple devices for scanning, whether they are all positioned at the 1 entry point or across multiple gates/doors, you will need to network the computers to so that they record scans to a central server. This will ensure that duplicate scans are picked up across multiple gates.
If the computers are not networked then the scans will only be recorded to the individual computer that was used for scanning.
To Network your devices:
- Connect each computer to your server via a wireless or cabled network. They must all be on the same network
- Install your software on the main computer only. This computer will be your server computer
- Open the Gatekeeper application on your server computer
- Select Network from the top menu bar
- Switch Turn network server on from No to Yes. An IP address will be displayed on screen
- Move to the other computer being used for scanning, and open a web browser
- In the address bar enter the IP address as display in the Network screen of the server computer, and click Enter on your keyboard
- Select a Gate from the drop-down list, and click Continue. Your will device will now be ready to begin scanning
- Repeat for on each computer being used for scanning
To avoid unwanted setting changes that could impact the ability to scan across all devices, it is recommend that you don't use the server computer for scanning or operational purposes. If you do need use the server computer, we recommend you open a web browser and connect to your data store via the same network arrangement as the scanning point computers.
Validate Session times on ticket presented
If you run multiple events or an event that has multiple session times, adding the Session ID ensures Gatekeeper will only accept tickets to the desired session. This allows you to identify quickly whether the wrong ticket has been presented.
To locate the Session IDs for your event:
- Log in to your TryBooking account
- In the Manage events overview, click on the name of your event
- From the left menu, select Gatekeeper under Other
To add the Session ID into Gatekeeper:
- In the Gatekeeper application, select Sessions from the top menu bar
- Click Add
- In the Session ID field, enter the Session ID of the session time/s you wish to accept when scanned
- Click Save
With the Session ID added, should a ticket be presented for another event or session, it will be rejected for the reason of "incorrect session". Only add in the Session IDs for the session you wish to accept on that given day/time. You will be able to edit your Session IDs throughout your event without affecting the data of the tickets already scanned.
Download ticket data
Whilst it's not mandatory to download your data into Gatekeeper, it is recommended. This will allow you to look up bookings and manually check people in should they not have their tickets on them and as well and provide additional data on the reports.
You will need Internet access while downloading data. If your event is located in an area that has no or poor internet connection, it is recommended that you download your data prior to arriving at the event location. Attempting do download with a poor connection can lead to duplicate entries.
To download your ticket data into Gatekeeper:
- Log in to your TryBooking account
- In the Manage events overview, click on the name of your event
- From the left menu, select Gatekeeper under Other
- Set a password for the download in the Password field
- Enter in an expiry date for the data to be downloaded in the Expires After field. We recommend entering a date that is after your event
- Make note of your Session ID/s
- In the Gatekeeper application, select Sessions from the top menu bar
- Click Add
- Enter your session ID and Password from step 4
- Click Save
- Click the cloud icon
to the right of the session to begin download. Wait until the loading wheel stops spinning to ensure the download is complete
If you download your data prior to your sales concluding, you will still be able to refresh the data in Gatekeeper at any point in time (provided you have internet connectivity) by clicking on the download icon on the existing session once more.
Tickets purchased to your event after the last download of your data will still be accepted. However, you will not be able to look up their booking by name.
Setting up Gates
Prior to commencing scanning, the operator will be asked to select a Gate for the scans to be recorded under. Gatekeeper by default contains 7 Gate Options. They are:
- Gate 1
- Gate 2
- Gate 3
- Gate 4
- Gate 5
- Help Desk
- Administrator
Gates 1 - 5 do not have access to the top menu options, meaning they will not have the option to adjust the settings. It is advised to select from these options at your scanning points. This avoids errors due to accidental changes made by your volunteers.
Gates aid with monitoring during the event and debriefing after the event. It allows you to match the information obtained (e.g numbers through each gate, if a gate is allowing duplicates/invalid tickets through if a gate is overriding more scans manually etc) to the person who was responsible for doing the scanning on that gate.
You will have the option to rename the existing gates as well as adding in additional gates should you choose.
To rename and add more gates:
- In the Gatekeeper application, select Gates from the top menu bar
- Click on the existing gate to rename, or on a new line enter the name of a new gate
- Click Save
Adding Rules
By default, the Gatekeeper application has a rule set to identify and reject duplicates. For most events, this is the only rule that is required.
However, should you require certain gates to accept particular ticket types only, you can add your own additional rules. For your rules to be effective, you will need to download the ticket data.
To add a rule:
- In the Gatekeeper application, select Rules from the top menu bar
- Click Add
- Specify in the following fields the areas your rule relates to:
- Gates: Select the gates you wish the rule to apply to
- Sessions: Select either the session ID or session time that your rule applies to
- Start Date and Finish Date: Optional fields, can be used if you wish for the rule to apply within a given data range
- Duplicates: Only adjust if you have tickets that are allowed to be scanned in multiple times
- Action: Choose whether your rule allows the ticket/session to be scanned. Your setup will be less prone to error should you focus on rules that reject rather than allow as an action
- Message to person scanning: Provides the operator with the reason as to why the ticket was rejected or accepted
- Click Save
If you have multiple rules defined, the rules apply in order from top to bottom.
Deleting scans & resetting the database
Closing down the application does not reset your database or scan data.
Should you wish to restore setting back to the default, you will be able to reset the database. This will remove and session, data, scans, gates and rules you may have entered.
You also have the option to delete the scan data only. This can be helpful for testing your set up prior to your event, as well as if you tickets that can be present across multiple days.
To reset the database or delete scan data:
- In the Gatekeeper application, select Database from the top menu bar
- To delete scan data only, click Delete Scans
- To remove all data, click Reset Database
Once data is deleted it can not be restored. Besure to export scan data or downloaded reports prior to deletion.
Scanning Tickets
Each ticket contains a unique Barcode and QR code by default. Both can be used for scanning on Gatekeeper. To scan in a ticket:
- Connect the scanner to the computer via the USB port
- Open the Gatekeeper application or Click Home
- Select your gate from the Gate drop-down menu
- Click Continue
- Make sure your cursor is in the Scan field box
- Aim the scanner at either the Barcode or the QR code and squeeze the trigger
If you're using a stand-alone machine, we recommend that you select Gate 1 prior to starting to scan. This way the administration panel is not seen by your volunteers.
Should your scan be successful, the screen will read OK and a ping alert will sound.
Should your scan be unsuccessful, the screen will display the reason for the ticket being rejected and a siren alert will sound.
If you have downloaded the ticket data, you will also be able to look tickets up by the name they were booked under and check the ticket in manually.
To look up the ticket by name:
- In the scan field, type the Last Name associated with the booking
- As you type a dropdown of tickets associated with the last name will appear. Confirm the first name associated with the booking, and their address
- With the above details confirmed, select the ticket that matches from the drop-down menu
- Switch the Scanned filed from No to Yes
Reporting
There are a couple of reports provided with Gatekeeper that will allow you to see data relating to Ticket Types and the Gates they were scanned at. Each report allows you to drill down further by clicking on the figures in blue.
We recommend downloading your ticket data to achieve maximum usage of these reports.
To access the gatekeeper reports:
- In the Gatekeeper application, click Reports from the top menu bar
- Select either Tickets or Gates from the drop-down list
Be aware that the Accepted Tickets could be slightly higher than the Total Tickets due to manual overrides.
You will also be able to export all scan data into a csv. document for your own records and use.
To export scan data:
- In the Gatekeeper application, click Database from the top menu bar
- Click Export Scanned Tickets to CSV
- Save to your computer
Should you find not all scans have ticket data attached, you can re-download your ticket data and it will apply the data to any scans taken
Gatekeeper hardware options
Each scan point requires a scanner connected to a computer. Gatekeeper does not support multiple scanners connected to the 1 computer.
We recommend using a scanner with linear imaging to allow for scanning tickets presented on a mobile or tablet as well as printed tickets. Laser imaging scanners will scan printed tickets only.
You are welcome to use your own devices to run Gatekeeper. It is free to download, see Installing Gatekeeper.
Should you be using your own scanners, they may need to be programmed to include a CR/LF at the end of each scan. Please consult the scanners' instruction manual for instructions on programming.
Equipment can also be hired from TryBooking directly:
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