Sync Strategy for Offline Event Scan Data
Overview
When you scan tickets offline, the app stores those scans on your device until you can upload them. Synchronisation is the process of sending those stored scans to Seaty so they appear in your attendance records.
At its simplest, synchronisation answers one question: How do I get my offline scans recorded in Seaty?
Who uses this: Event staff and organisers who scan tickets when internet is unavailable.
Key capabilities:
- Store scans safely on your device when offline
- Upload all stored scans with one tap when back online
- See exactly how many scans are waiting to upload
- Review which events and dates your stored scans cover
- Handle situations where the same ticket was scanned on multiple devices
How It Works
At a glance: Scans are stored on your device while offline, then you tap a button to upload them all at once when you have internet.
1. Scanning while offline
When you scan a ticket without internet, the app validates it against your downloaded ticket data and stores the result on your device. You will see a count of how many scans are waiting to upload.
2. Reviewing stored scans
Before uploading, you can see a summary of your stored scans: how many there are, which events they belong to, and what dates they cover. This helps you verify everything before sending.
3. Uploading to Seaty
When you have internet, tap the sync button on your scan list to open the upload screen. Tap "Upload scans" to send everything to Seaty. A progress bar shows how the upload is going.
4. Confirmation and completion
Once uploaded, your scans appear in your attendance records just as if you had scanned online. The app confirms how many scans were uploaded successfully.
Think of it this way:
- Scanning offline is like writing attendance on paper
- Stored scans are your paper notes waiting to be entered
- Uploading is typing those notes into the official attendance record
What Gets Uploaded
Scan information that uploads:
- The ticket that was scanned
- When you scanned it
- Whether it passed validation
- Who performed the scan
Things that stay on your device:
- App settings
- Downloaded ticket files
- Display preferences
When to Upload
You control when uploads happen. The app never uploads automatically.
Good times to upload:
- During a quiet moment at your event
- Before your shift ends
- Before turning off your device
- Whenever you have a stable internet connection
Why manual control matters: This prevents unexpected data usage and lets you choose the best moment to step away from scanning.
Handling Duplicates
When the same ticket is scanned on multiple devices while offline, Seaty handles this gracefully.
What happens:
- The first upload is accepted as the check-in
- Later uploads for the same ticket are noted as duplicates
- The original scan time is preserved
- No attendance data is lost
What you will see:
- A notification that a duplicate was detected
- The original check-in time displayed
- Both devices update to show the ticket as checked in
When Tickets Change
Sometimes a ticket status changes while you are scanning offline. For example, a customer might cancel while you are at an entrance.
If you scanned a ticket that was later cancelled:
- Your scan uploads normally
- Seaty notes the cancellation
- You see a message about the cancelled ticket
- Event organisers can review this in the attendance report
Before Your Event
Preparation checklist:
- Download the latest ticket data
- Check that your stored scan count is zero (all previous scans uploaded)
- Test that offline scanning works
- Ensure your device has enough storage
When using multiple devices:
- Download ticket data on each device
- Consider assigning different entrances to each device
- Plan times during the event to upload scans
- Establish how staff will communicate about scanning
During Your Event
When internet is available:
- Scans validate immediately with Seaty
- No need to upload anything manually
- Best for multi-device coordination
When internet is unreliable:
- Scans validate against downloaded data
- Keep an eye on your stored scan count
- Upload during quiet moments if possible
- Note any validation issues to check later
After Your Event
Before leaving:
- Open the sync screen and upload all stored scans
- Wait for the upload to complete fully
- Confirm the stored scan count returns to zero
- Check for any error messages
If upload fails:
- Your scans remain safely stored
- Check your internet connection
- Try uploading again
- Contact support if problems persist
Upload Speed
How quickly scans upload depends on your internet speed and how many you have:
- A few dozen scans: Usually under 30 seconds
- A couple hundred scans: A minute or two
- A thousand or more scans: Several minutes
If you have many scans, stay connected to Wi-Fi for faster uploading and to avoid mobile data charges.
Troubleshooting
Scans will not upload
Check your connection:
- Confirm you have internet access
- Try switching between Wi-Fi and mobile data
- Test by opening a webpage in your browser
Check your sign-in:
- Make sure you are still signed into the app
- Sign out and back in if needed
- Verify you have access to the organisation
Seeing duplicate warnings
This is normal when multiple devices scan the same tickets offline. The first scan is always accepted, and duplicates are handled automatically.
To reduce duplicates:
- Assign different entrances to each device
- Upload scans frequently when online
- Communicate between staff about who is scanning where
Stored scans not clearing
If your stored scan count stays high after uploading:
- Check for any error messages
- Ensure the upload finished completely
- Try uploading again
- Contact support if the issue continues
Data Safety
Your stored scans are kept safely on your device:
- Closing the app does not delete them
- Restarting your device does not delete them
- They remain until successfully uploaded
- Old uploaded scans are automatically tidied up after 30 days
Common Questions
Uploading
Can I upload just some of my scans? No. When you tap upload, all stored scans are sent together. This ensures nothing is accidentally left behind.
What if my internet drops during upload? Any scans that did not upload remain stored on your device. Simply try again when your connection is stable.
Do I need to upload before signing out? It is best to upload first. Your scans are tied to your account, so uploading while signed in ensures everything is recorded properly.
Storage and Safety
How many scans can I store? There is no set limit. Your device storage is the only constraint, and scans use very little space.
What happens if my phone battery dies? Your stored scans are saved to the device and will still be there when you charge and restart.
Are my stored scans backed up anywhere? Stored scans exist only on your device until uploaded. This is why uploading promptly is important.
Multiple Devices
Can different staff scan the same event? Yes. Multiple devices can scan simultaneously. Duplicates are handled automatically during upload.
Do I need to coordinate with other scanners? For best results, assign different entrances to each device. This reduces duplicates and makes attendance tracking clearer.
Need help? Contact support@seaty.co.uk