The TryBooking mobile scanning app is useful for managing the entry to your event and scanning attendees as they arrive, as well as monitoring sales in real-time and adding volunteer scanners.
The app is free to use for event organisers using TryBooking and their teams (administrators, basic access users and volunteers).
- Real-time sales dashboard with the number of tickets sold and revenue.
- Scan QR codes on paper tickets and mobile tickets.
- Track scanning at multiple doors/gates/entry points
- Volunteer mode, with data access controls to check volunteers out.
- Offline mode available.
- Enable or disable scanning points.
- Setup advanced rules to control scanning.
- Scan multiple events at the entry point.
- Manual check-in and attendee search.
While the TryBooking Scanning App has an "offline" mode, it's preferable to ensure all scanning points have internet access so that scanning information can be shared between devices and TryBooking. If mobile coverage is a problem or you're looking to manage large crowds, consider Gatekeeper as your alternative.
Learn how to:
- Setup ready for Scanning
- How to define volunteers
- How to Scan and Manually Check-in
- Setting up Rules
- Mobile Specifications
Take a moment to read our proven tips on best practice for managing entry with scanning.
The mobile scanning app has been designed and tested to be used on mobile phone devices, not iPads or tablets. The smaller mobile phone devices fit nicely in one hand, making it simpler and easier to flip or manipulate tickets if required.
Setting up the TryBooking Mobile Scanning App
The scanning app can be used in 2 modes:
- As a volunteer with limited access.
- As the main administrator with full app access.
The main person will use the Log In option and uses their normal TryBooking Login email and password. This login can be their full TryBooking administration access, their Basic User login or Producers login.
After logging in you will be taken to a list of your present and past events. Simply select the event and click next. If your entry is checking tickets for more than 1 events, select all the events you need to scan and click next. You are then taken to the event dashboard with displays in real time:
- The number of tickets sold.
- The number of check-ins for the event.
- Tickets sold over time.
If your event is still selling, this will provide you with a snapshot of recent sales and how many people have been scanned in. You can update this information by holding your finger at the top of this screen and pulling down to refresh.
This information is not visible to volunteers.
If you wish to change to another event, click on the icon on the upper left-hand side just above total revenue to move back to your events list.
On this screen you will see the total tickets sold and total check ins. This will be the total for all events being scanned. Click on the side arrow to review individual event totals.
If you have set up rules to say exclude one session time or some ticket types, your totals will reflect the included ticket types only.
The icons at the bottom are quick navigation tools to allow you to move quickly to scanning, volunteer setup or review your event status.
From left to right, these icons will take you to:
Home: Takes you back to the event dashboard.
List: Will list ticket holders, allow for manual searches or scanning.
Scan: Allows you to scan tickets.
Settings: Here you can define rules, monitor who is scanning, generate your volunteer QR Code, review your app version and basics on the event or contact us.
If the main person scanning isn't a normal TryBooking user, consider setting up Producers Access or Basic User Access which will limit their access within TryBooking itself. Multiple basic users can be set up in your TryBooking account and used in the TryBooking Scanning App.
Running an event often means you need to call upon more people to assist you, especially at peak times. The TryBooking Scanning App provides:
- One-off logins for volunteers.
- Limited access to data for volunteers.
- Review who's logged in.
- Removal of volunteer access at any time.
- Monitor throughput of scans / volunteers.
- Limit access to one event only, with no dashboard information.
The main login to the TryBooking Scanning App is the only person who can setup or login volunteers. Remember, the main login can be someone who has access to TryBooking as an administrator, as a basic user or producers access.
If two people use the same login to TryBooking, consider setting up basic user or producers access for one or both so that different names can be defined and used with scanning.
To setup a volunteer, follow these steps:
- Make sure the volunteer has downloaded the TryBooking Scanning App from the Apple App Store or from Google Play.
- With your full login to the TryBooking Scanning App, click on the "cog" icon (on the far right-hand side) and click on scanners and then click on button generate QR Code.
- This will generate a QR code that you will scan from the Volunteers phone after selecting Volunteer Login.
- Once logged in, the volunteer phone will be prompted to enter their name.
Adding their name allows you to monitor the volunteers using the scanning app, how many tickets have been scanned or for you to disable their access.
Ticket data on the volunteer's devices will be wiped automatically after the event is finished or they are logged out. You can also disable their access so they can't check in or scan tickets. This feature is part of our commitment to privacy and ensuring you the event organiser can run your events without worrying about who has access to your ticket data.
Remind volunteers to charge their phones prior to the event.
Scanning or manual check-ins
You can scan tickets via the QR code or use the list of ticket holders to manually check attendees in by swiping left over their name. The TryBooking Scanning App can also check out attendees so that they can check in again at a later time.
To start scanning tickets, from the bottom menu, select the icon. This will activate your camera.
Simply hover the phone over the QR code on the ticket. A successful read will display a green screen and a ping sound. There is no need to push a button in order to scan tickets.
A red screen and alarm sound indicate that this ticket has an issue.
The red screen text will indicate :
- If the ticket has already been scanned, if so by which scanning point / person and how long ago.
- That the ticket is for the wrong session (Day or event).
- That it is the wrong ticket type based on a rule that you've applied.
When a person arrives without their ticket or their ticket won't scan, it's easy to find their booking / ticket. Go to your list of ticket holders by clicking the icon and search by their last name, which will filter the list. From here you can check the person in by swiping left over their name.
If you are scanning tickets with the camera click the icon to move to search your ticket holder and then the camera icon to return to scanning again.
You may wish to validate the person further or review the booking. Click on the person's name from the search listing to reveal their phone, postcode, last 4 digits of their credit card, ticket numbers and all the tickets booked as part of the same booking.
By tapping the circle next to the right of the person's name you will check-in or check out that person or group.
Use the filter icon to exclude or include checked in tickets.
Manually check- in your guests
To begin checking your guests in, press the icon on your menu bar to see the list of all your sold tickets. Ticket holders will be listed in alphabetical order by surname. If you have a large list of ticket holder, you will need to search for them by name.
The display indicates your guest's first and last name, ticket number and status of their check-in.
This is the name of the person who made the booking. If they booked at the same time, multiple tickets, check carefully the ticket number to ensure you are selecting the right ticket.
Swipe the name to the right to check someone in.
Swipe the name to the left to check someone out.
Setting up rules for scanning
Some events require scanning on a particular device or day to be restricted to sessions, section, ticket type or doors. If you have VIP line it might be useful to set up the scanner to reject any tickets that are not VIP tickets, or you may wish to only accept tickets for a Friday session.
Only set up a rule if you wish to refine which tickets will be accepted. Most events do not need rules to be set up.
From the icon, select Rules and Add a Rule.
Enter the name of the rule and then define the criteria that you wish to use. Choose the appropriate session, section, ticket type and door. Then hit save up the top right.
To apply the rule to your scanner, tap No Ruleset at the top of the ticket scanning or ticket list screen.
Then apply the rule to your device by selecting Rule set, adding your name, location where you scanning and if you are checking IN or OUT. Hit apply and the rule will be added to the scanning device.
The dashboard of your scanning app will display only the tickets sold or checked in according to the rules set.
Mobile scanning reporting
The dashboard on the TryBooking Scanning App provides an overview of your ticket sales and scans. All your App scanning data including scans, volunteer names, pass / fail is being passed back to your TryBooking account for detailed analysis.
You can report and review based on:
- The velocity of scanning over time by volunteer or overall.
- The tickets which were scanned, and who scanned them.
- Which tickets weren't presented / scanned (no shows).
- Export all of your data.
This detailed analysis will build your knowledge and help with volunteer staffing levels, throughput over time and roughly how many no shows you will have for each event.
- The velocity of scanning report will detail the total scans, total scans, checked in, checked out and errors (due to incorrect sessions, tickets etc). Errors + In + out = total.
Local data Statistics on your device.
On your mobile scanning app, the main login will display Local Data Statistics which includes the following data:
- Events - how many events are part of your scanning.
- Tickets downloaded -This is the total number of downloaded/expected tickets from server.
- Bookings downloaded -This is the total number of downloaded/expected bookings from server.
- Unique tickets in now - counts the total tickets in the venue (excludes any checkout tickets over all events). These values include scanned and manually checked in. This value should match your dashboard.
- Unique tickets in - is the count of all tickets scanned and counts all tickets scanned ignoring if they were checked out. This value will include scanned and manually checked in.
- Total tickets in - Total check in records for the events and counts checked in irrespective if they were checked in and later checked out before checking in again. If someone checks in, out and in, the count will be 2. Both scanned and manually will be counted.
- Total tickets out - Total scan/check out records for the events and counts all the scanned records that checked out irrespective to if they were checked in and later checked out before scanning in again and maybe checking out (In this case if someone checked in, out, back in and out, the counter here would = 2). These values will include scanned and manually checked out.
- This device check in - Total scan/manually check in records for the device(locally) (will reset on log out or uninstall)
- The device check out - Total scan/manually check out records for the device(locally) (will reset on log out or uninstall)
- Local scans success - Total successful scans for the device(locally) (will reset on log out or uninstall) This will include both scanned and manually checked in records.
- Local scans failed - Total failed scans for the device(locally) (will reset on log out or uninstall) This will include both scanned and manually checked in records
- Local scanned records - This is the total number of scan records created for the device including manual check in/out. (will reset on log out or uninstall)
- Local scan not synced - This is the total number of unsynced scan records created locally and not sent to the server.
- Received push notifications - count of push notifications of events in/out
- Last received push - Last received PUSH notify - This is the last date time a push notification for a ticket scan was received
- Online - This is whether the device thinks its online(connected to the internet) right now.
- App version - the latest version
- Api base URL
Minimum phone operating systems are:
Android 4.4.4 (KitKat) and above (Android Go not compatible)
- iOS 9+ as an iPhone application.
To point and shoot (scan) a QR code, the application will use your phone's camera.
For effective scanning and communication back and forth via the TryBooking API to TryBooking and other devices, internet is required for each device. The applications will run in an offline mode although in these cases, communication is not being shared at the time of scanning with other scanning devices.
We expect 500 scans will use less than 2MB of data.
Battery life - this is a rough guide and assumes only the TryBooking Scanning App is in use or using the battery at the time. Our tests indicate roughly 7% battery is used per 500 scans.
The application is approx 40MB to download.
** these are estimates only and may vary depending on the phone and what else is running on that phone at the time.