Attendance Tracking via Mobile Ticket Scanning
Attendance tracking provides real-time visibility into scan activity, check-in rates, and scanner performance. Event administrators use these reports to monitor entry progress, identify issues, and review historical data.
At its simplest, attendance tracking answers one question: How many people have arrived, and is everything running smoothly?
Who uses this: Event organisers, front-of-house managers, and door staff monitoring live events.
Key capabilities:
- Monitor check-in progress with live percentages and counts
- View scanner activity broken down by staff member or device
- Drill down from full event to specific performance or individual scanner
- Detect anomalies such as duplicate scans, invalid tickets, and flagged attendees
- Compare attendance across different dates and performances
How It Works
At a glance: Select your event, open attendance reports, and monitor check-in progress in real-time. Drill down to view scanner activity and investigate any anomalies.
1. Access the report
Navigate to your event, tap "Scan & Attendance", then "Attendance report". Choose whether to view the full event, a specific day, or a single performance.
2. Monitor check-in progress
Watch the progress bar climb as attendees check in. The report shows current entries, checked-out attendees, and remaining ticket holders.
3. Review scanner activity
See which staff members and devices are actively scanning. Identify busy entrances, compare scanner performance, and spot any idle devices.
4. Investigate anomalies
Switch to the Anomalies tab to see duplicate scans, invalid tickets, and flagged attendees. Tap any row to view full ticket details and take action.
5. Drill down for detail
Tap any row to navigate deeper: from full event to specific day, to specific performance, to individual scanner activity.
Think of it this way:
- Attendance Overview shows how many people have arrived
- Scanner Breakdown shows who is doing the scanning
- Anomalies shows anything unusual that needs attention
Accessing Attendance Reports
Quick path: Navigate to your event → "Scan & Attendance" → "Attendance report"
- Navigate to your event
- Tap "Scan & Attendance"
- Tap "Attendance report"
- View real-time attendance statistics
Report Scope
Choose the level of detail:
- Full Event: View attendance across all performances
- Specific Day: See attendance for all performances on one calendar date
- Specific Performance: Drill down to a single event date and time
Reports automatically filter to your selection and update as scans occur.
Understanding Attendance Reports
Report Components
Attendance reports consist of multiple sections:
Attendance Overview:
- Current check-in count vs total expected attendees
- Check-out count (attendees who have left)
- Remaining attendees (purchased but not yet checked in)
- Progress bar showing check-in percentage
Scanner Breakdown:
- Admin scanners (staff signed in with personal accounts)
- Device scanners (shared devices with device sign-in)
- Scan counts, check-ins, check-outs per scanner
- Last scan time for each scanner
Activity Views:
- Event Dates: Scan activity per performance time slot
- Days: Aggregated activity per calendar date
- Anomalies: Duplicate scans, unusual patterns, flagged tickets
Attendance Metrics
Total Expected Attendees:
- Count of all tickets purchased (paid and allocated)
- Does not include pending or cancelled tickets
- Baseline for calculating check-in percentage
Current Entries:
- Attendees currently checked in
- Excludes those who have checked out
- Real-time count updated as scans occur
Checked Out:
- Attendees who checked in then checked out
- Useful for venues with in/out privileges
- Helps estimate current venue capacity
Remaining:
- Tickets purchased but not yet checked in
- Expected - Current Entries - Cancelled
- Indicates potential no-shows or late arrivals
Check-In Progress
Visual progress bar shows:
- Green fill: Percentage checked in
- Numerical display: "X / Y Checked In (Z%)"
- Updates immediately when scans occur
Typical Check-In Patterns:
- 10 mins before doors: 0-5%
- Doors open: 5-20%
- 10 mins after doors: 40-60%
- 30 mins after doors: 80-95%
- 60 mins after doors: 90-98%
- Final count: 85-95% (accounting for no-shows)
Scanner Activity Breakdown
Admin Scanners
View activity for staff signed in with personal accounts:
Columns:
- Name: Staff member's name from their account
- Scans: Total scans attempted (success + warning + failed)
- In: Successful check-ins performed
- Out: Check-outs performed
- Failed Scans: Invalid scans (if > 0, shown as secondary metric)
Use Cases:
- Monitor individual staff performance
- Identify which doors are busiest (if staff assigned to specific entrances)
- Audit trail for ticket validation
- Training effectiveness (compare new vs experienced scanners)
Device Scanners
View activity for shared scanning devices:
Columns:
- Device: Device alias (e.g., "Front Door Scanner", "VIP Entrance")
- Scans: Total scans attempted
- In: Check-ins performed
- Out: Check-outs performed
- Failed Scans: Invalid scans count
Use Cases:
- Monitor entrance-specific activity
- Compare traffic across different entrances
- Identify high-volume vs low-volume entry points
- Ensure all devices are functioning (no idle devices during event)
Drill-Down to Individual Scanner
Tap any scanner row to view detailed activity:
Activity Tab:
- Chronological list of all scans, check-ins, and check-outs
- Colour-coded status indicators (green/amber/red)
- Ticket details (order number, seat, category)
- Timestamp converted to event's time zone
- Icon showing scan type (success, warning, error, check-in, check-out)
Anomalies Tab:
- Tickets scanned with issues by this scanner
- Duplicate scans or invalid tickets
- Tickets with flags or special requirements
- Last reported timestamp for each anomaly
Stats Summary:
- Total scans, check-ins, check-outs
- Success, warning, and failed scan counts
- Colour-coded blocks for quick assessment
Event Date Views
Scans Per Event Date
When viewing full event or day-level attendance:
Table Shows:
- Performance time (HH:MM AM/PM format)
- Date (if viewing full event run)
- Total scans attempted for this performance
- Failed scans (if > 0, shown as secondary metric)
- Current check-in count
- Total tickets available ("X of Y" format)
Sorting:
- Chronologically by performance time
- Earliest performances at top
- Easy identification of upcoming vs past shows
Tap Row:
- Drill down to specific performance attendance
- View detailed check-in statistics
- See scanner breakdown for that performance
- Identify performance-specific anomalies
Scans Per Day
When viewing full event run:
Table Shows:
- Calendar date (Day DD format and Month YYYY)
- Total scans across all performances that day
- Failed scans for the day
- Check-in count vs total tickets
- Aggregated metrics for all performances
Use Cases:
- Compare attendance across different dates
- Identify high-demand vs low-demand dates
- Monitor multi-week runs or tours
- Spot trends (weekends vs weekdays, matinees vs evenings)
Anomaly Detection
What Are Anomalies?
Anomalies are tickets or scans with unusual characteristics:
Duplicate Scans:
- Same ticket scanned multiple times
- Potential fraud or staff error
- Shows first and subsequent scan times
Invalid Scans:
- Tickets for wrong event or date
- Cancelled or refunded tickets
- Tickets not yet paid for
Flagged Tickets:
- Accessibility requirements
- Dietary restrictions
- VIP or special handling needed
- Unresolved issues or disputes
Check-In/Out Anomalies:
- Checked out without checking in
- Multiple check-ins without check-outs
- Unusual timing patterns
Viewing Anomalies
Tap "Anomalies" tab in attendance report:
Columns:
- Order #: Order reference and ticket name
- Anomaly: Description of the issue
- Last Reported: When anomaly was detected (relative time)
Sorting:
- Most recent anomalies first
- Ensures urgent issues seen immediately
Tap Row:
- Open ticket details screen
- View full order information
- See complete scan history
- Access admin tools for resolution
Resolving Anomalies
For each anomaly type:
Duplicate Scans:
- Review scan history to confirm duplicates
- Check if same person scanned twice or different people
- Contact attendee if fraud suspected
- No action needed if staff error (harmless duplicate record)
Invalid Tickets:
- Contact attendee to verify their ticket
- Check if they ordered for wrong date
- Offer date exchange or refund if applicable
- Cancel ticket if fraudulent
Flagged Tickets:
- Review flag details and staff notes
- Take required action (provide wheelchair access, dietary accommodation, etc.)
- Mark flag as resolved when addressed
- Add notes for future reference
Scanning vs Attendance
Key Differences
Scanning:
- Action of validating a ticket via QR code
- Records who scanned, when, and validation result
- Includes valid, invalid, and duplicate scans
- Audit trail for all scan activity
Attendance:
- State of being checked in to an event
- Binary: attendee is either checked in or not
- Derived from scanning but only for valid tickets
- Used for capacity planning and reporting
Why They Differ
A single ticket may have:
- Multiple scans: Scanned several times (first valid, subsequent duplicates)
- One check-in: Only checked in once (first valid scan)
- Multiple check-in/out: Checked in, out, in again (for venues allowing re-entry)
Example:
- Scan 1: Valid, check-in recorded
- Scan 2: Warning (already checked in), no new check-in
- Scan 3: Valid, check-out recorded
- Scan 4: Valid, check-in recorded again
Result: 4 scans, 2 check-ins, 1 check-out
Attendance Reports Use Cases
During Event Entry
Monitor Progress:
- Watch check-in percentage climb
- Ensure entry flowing smoothly
- Identify if more doors needed (check-in rate too slow)
Identify Issues:
- Scanner showing zero activity (device or connectivity issue)
- High failure rate (staff training needed or wrong date selected)
- Anomalies piling up (investigate common cause)
Communicate with Staff:
- Radio to scanners about specific tickets
- Alert about flagged attendees approaching
- Coordinate response to issues
After Event
Analyse Attendance:
- Calculate no-show rate (purchased vs checked in)
- Identify busiest entry times (for future planning)
- Compare scanner performance (training opportunities)
- Review anomalies for patterns (fraud detection)
Generate Insights:
- Which performances have highest attendance?
- Do matinees have more no-shows than evenings?
- Are certain ticket categories less likely to attend?
- Does weather affect attendance rates?
Multi-Event Analysis
Compare Events:
- View attendance trends across event series
- Identify which events sell vs which attendees show up for
- Spot performers or dates with unusual no-show rates
Operational Planning:
- Schedule appropriate staff based on expected entry patterns
- Allocate scanning devices to busiest entrances
- Plan for peak entry times (15 mins before show)
Real-Time Updates
How Often Data Refreshes
Attendance reports refresh:
- Automatically: When navigating to/from the screen
- Pull-to-refresh: Swipe down to manually refresh
- Background updates: Not supported (must manually refresh)
Tip: If monitoring attendance during active scanning, pull down to refresh regularly (every 30-60 seconds) to see latest data.
Network Requirements
Attendance reports require internet connection:
- Online only: Reports cannot be viewed offline
- Fetched from server: Data not cached locally
- Near real-time: Updates available within seconds of scan
Offline scans:
- Do not appear in reports until synced
- "Unsynced scans" indicator shown on scan screen
- Sync offline scans to include in reports
Navigating Attendance Reports
Breadcrumb Navigation
Reports follow hierarchical structure:
Level 1: Full Event
- View all days and all performances
- Aggregate statistics across entire run
Level 2: Specific Day
- Tap day row in Level 1
- View all performances on that date
- Day-level aggregated statistics
Level 3: Specific Performance
- Tap event date row in Level 1 or Level 2
- View single performance attendance
- Detailed check-in progress and scanner breakdown
Level 4: Individual Scanner
- Tap scanner row in any report
- View activity and anomalies for one scanner
- Complete audit trail for that device/user
Back Navigation
- Use "Back" button to return to previous level
- Maintains context (day selection, filters, etc.)
- Can navigate directly to any level from event menu
Reporting Best Practices
Pre-Event
Day Before:
- Check baseline: "Remaining" should match tickets sold
- Verify all scanning devices appear in device list
- Test scan and verify it appears in attendance report
- Review flagged tickets and brief staff
Doors Open:
- Confirm all scanners active (check "Last Scan" times)
- Monitor check-in rate vs expected
- Address anomalies as they occur
During Event
Regular Monitoring:
- Refresh attendance every 5-10 minutes
- Watch for scanners going idle (connectivity issues)
- Track check-in rate (should reach 80%+ within 30 mins of doors)
Issue Response:
- Investigate scanners with high failure rates
- Respond to flagged tickets proactively
- Assist scanners with complex situations
Post-Event
Immediate:
- Final attendance count for capacity reporting
- Identify unscanned tickets (no-shows) for analysis
- Review anomalies and resolve open issues
Analysis:
- Export attendance data (web interface)
- Compare against financial reports
- Review scanner performance for training
- Document lessons learned for next event
Common Questions
Attendance Counts
Why does my attendance count seem wrong?
The count may be affected by offline scans not yet synced, manual check-ins via the web interface, cancelled or refunded tickets still counting as expected, or having multiple event dates selected (showing an aggregated count). Sync all offline scans, refresh the report, check for recent order changes in the web admin, and verify you have the correct event date or day filter selected.
What does "Remaining" mean?
Remaining shows tickets purchased but not yet checked in. This is calculated as Total Expected minus Current Entries minus Cancelled. A high remaining count late in the event may indicate no-shows or late arrivals.
Scanner Issues
Why doesn't a scanner appear in the list?
Scanners only appear after performing at least one scan. If a scanner is missing, they may not have scanned yet, may be offline or disconnected, may be signed in to the wrong event or organisation, or may lack scan permissions for this event. Have them perform a test scan and verify their connection and event selection.
Why is a scanner showing zero activity during the event?
This typically indicates a connectivity issue or that the device has gone idle. Check that the device has internet connection and that the staff member is actively scanning. The device may need to be woken up or reconnected.
Anomalies
Why are there more anomalies than expected?
Anomalies can include test scans performed before the event, customers arriving at the wrong performance time, flagged tickets counting as anomalies, or potentially fraudulent or transferred tickets. Review the anomaly list to identify patterns and investigate high-priority flags individually.
Do I need to resolve every anomaly?
Not necessarily. Some anomalies are informational (such as duplicate scans from staff errors) and require no action. Focus on anomalies that indicate potential fraud, unmet accessibility requirements, or tickets needing special handling.
Timing and Updates
Why does the last scan time look incorrect?
All times are displayed in the event's configured time zone. If times appear wrong, check the event's time zone setting in the web admin and ensure scanning devices have automatic time zone enabled. Refresh the report to ensure you're seeing the latest data.
How often does the attendance report update?
Reports refresh when you navigate to the screen and when you pull down to refresh. Background updates are not supported, so during active scanning you should refresh regularly (every 30-60 seconds) to see the latest data.