Scanning Tickets at Events: Mobile Scan Workflow
Scanning tickets at an event should be fast, reliable, and give you immediate feedback on whether each attendee can enter. This guide covers the complete journey from opening the scanner to managing check-in status.
At its simplest, the scan workflow answers one question: Is this person allowed in, and have they already arrived?
Who uses this: Door staff and event administrators with scanning permissions.
Key capabilities:
- Scan QR codes using hold-to-scan interaction for full control
- See instant colour-coded validation results (green/amber/red)
- Automatically check in attendees or manage status manually
- Review scan history grouped by order
- Handle merchandise redemption separately from ticket entry
How It Works
At a glance: Press and hold to scan, get instant feedback, manage check-ins, and review your scan history.
1. Start your scan session
Navigate to your event in the Seaty app and tap "Scan & Attendance". Choose whether to scan for an entire day or a specific performance time. This ensures tickets are validated against the correct date and time.
2. Scan tickets with hold-to-scan
Press and hold the large scan button to activate the camera. Position the QR code in view and hold steady - the app automatically detects and validates the code. Release to stop scanning. This prevents accidental scans.
3. Review validation results
Each scan shows immediately with colour-coded feedback. Green means valid and ready to enter. Amber means valid but needs attention (perhaps already scanned). Red means the ticket cannot be used for this event or time.
4. Manage check-in status
By default, valid tickets are automatically marked as checked in. You can manually adjust status using the In/Out toggle, or use swipe gestures for bulk actions on entire orders.
5. Navigate to details when needed
Swipe on any ticket to access full order details, ticket history, or admin notes. This helps resolve issues without leaving the scan screen.
Think of it this way:
- The scanner is your gatekeeper - it quickly confirms whether each ticket is valid
- The results list is your log - it shows everyone you've processed and their status
- The check-in toggle is your manual override - use it when you need to adjust what the automatic system did
Starting a Scan Session
Accessing the Scanner
- Open the Seaty app and navigate to your event
- Tap "Scan & Attendance" from the event menu
- Choose your scanning mode:
- Scan entire day: Validate tickets for any performance on the selected date
- Scan event date & time: Validate tickets only for a specific performance time slot
Scanner Interface
The scan screen displays:
- Camera preview: Shows what the camera sees (adjustable size in settings)
- Scan button: Large button at bottom - hold to activate scanner
- Scan counter: Shows number of tickets scanned in current batch
- Result list: Scrollable list of scanned tickets grouped by order
- Instructions button: Access scanning help and instructions
Scanning Instructions Help
Tap the information icon to view scanning instructions.
When to use the instructions modal:
- Training new door staff
- Refresher before events
- Troubleshooting scanning problems
- Quick reference during busy periods
Scanning a Ticket
Hold-to-Scan Pattern
The scanner uses a "hold-to-scan" interaction:
- Press and hold the scan button to activate the camera
- Position the QR code within the camera preview
- Hold steady - the app automatically detects and scans the QR code
- Release the button to stop scanning
Why hold-to-scan? This prevents accidental scans and gives staff full control over when scanning occurs.
Automatic Detection
The scanner continuously monitors the camera feed whilst the button is held. When a valid QR code is detected:
- The barcode is automatically captured and validated
- Visual feedback appears in the scan history
- Audio and haptic feedback confirm the scan (if enabled)
- The ticket appears in the result list instantly
Scan Delay
Configure a delay between scans (0-3 seconds) to prevent double-scanning:
- After scanning a ticket, the scanner shows a countdown timer
- Additional QR codes are ignored during the delay period
- Useful for high-volume entry where people might present tickets twice
Understanding Scan Results
Validation Process
When a ticket is scanned, the app:
- Sends the barcode to the server (or validates locally if offline)
- Checks ticket validity: Is this ticket for the correct event and date?
- Verifies scan history: Has this ticket already been scanned?
- Updates check-in status: Marks ticket as checked in (if enabled)
- Records the scan: Logs who scanned the ticket and when
- Returns the result: Shows ticket details with validation status
Result Display
Scan results appear immediately at the top of the results list with colour-coded indicators:
Valid Tickets (Green):
- Border and category badges shown in green
- Ticket details displayed (name, seat, category)
- Check-in toggle available (In/Out)
- "Valid" message or check-in confirmation
Warnings (Amber):
- Border and indicators shown in amber
- Already checked in or previously scanned
- Valid but requires attention
- Manual override available for administrators
Invalid Tickets (Red):
- Border and indicators shown in red
- Different event or different date/time
- Ticket not found or cancelled
- Clear error message explaining the issue
Ticket Information
Each scanned ticket displays:
- Name: Seat name and group (e.g., "Stalls A1" or "General Admission")
- Category: Ticket category with colour coding
- Seat Category: Section or price tier
- Attendee: Name on the order
- Order Number: Reference for locating the full order
- Check-In Status: In, Out, or Not Checked In (with timestamps)
- Admin Notes: Any special instructions for staff
- Flags: Alert indicators for dietary requirements, accessibility needs, etc.
Check-In Management
Automatic Check-In
By default, scanning a valid ticket automatically checks the attendee in:
- Ticket is marked as "Checked In" in the database
- Timestamp and scanner name recorded
- Check-in visible immediately in attendance reports
- Toggle shows green "In" status
Disable automatic check-in:
Navigate to Scan Settings and toggle off "Check in on scan" to validate tickets without checking attendees in. Useful for testing or pre-scanning tickets before doors open.
Manual Check-In/Out
Use the In/Out toggle on each ticket to manually adjust check-in status:
Check in:
- Tap "In" to mark attendee as checked in
- Records who checked them in and when
- Shows green indicator with timestamp
Check out:
- Tap "Out" to mark attendee as checked out
- Records who checked them out and when
- Shows red indicator with timestamp
- Ticket can be checked in again later
Bulk check-in:
Swipe left on an order header to check in or out all tickets in that order simultaneously.
Merchandise Redemption
Merchandise and extras vouchers work differently:
- Automatic redemption disabled: Scanning a voucher does NOT automatically redeem it
- Manual redemption required: Tap "Redeem" after scanning to mark as fulfilled
- Prevents accidental fulfilment: Staff control when merchandise is actually handed over
- Inventory management: Track which vouchers have been redeemed vs just scanned
Why the extra step? You need to actually hand over the merchandise before marking it as redeemed.
Scan History and Actions
Viewing Scan History
The scan list shows all tickets scanned in the current session:
- Grouped by order: Tickets from the same order appear together
- Section headers: Show order number and attendee name
- Chronological order: Most recent scans appear at the top
- Persistent: History remains until cleared or app is restarted
Available Actions
On Individual Tickets:
- Swipe left to reveal:
- Clear: Remove this ticket from the scan list
- More Info: View full ticket details and order information
On Order Headers:
- Swipe left to reveal:
- Mark All In: Check in all tickets in this order
- Mark All Out: Check out all tickets in this order
- Redeem All: Redeem all merchandise vouchers in this order
- Go to Order: Open the full order details screen
Clearing Scan History
Tap "Clear" button to remove all scanned tickets from the list:
- Starts a fresh scan batch
- Does not undo check-ins (attendees remain checked in)
- Useful for starting a new door shift or clearing clutter
- Scan counter resets to zero
Scan Feedback Mechanisms
Visual Feedback
On-Screen Indicators:
- Coloured borders around ticket cards (green/amber/red)
- Category badges with seat and price tier information
- Check-in status toggles with clear In/Out labels
- Scan counter showing batch progress
Status Messages:
- Clear success/warning/error messages
- Relative timestamps ("5 minutes ago", "just now")
- Scanner name attribution ("Scanned by John Smith")
Audio Feedback
Scan Sounds (Optional):
- Success: Positive chime for valid tickets
- Warning: Neutral tone for tickets with warnings
- Error: Alert sound for invalid tickets
Enable or disable in Scan Settings. Useful in noisy environments or when discretion is needed.
Haptic Feedback
Vibration Patterns (Optional):
- Errors: Double vibration for invalid tickets
- Warnings: Single vibration for tickets needing attention
- Success: No vibration (silent success for smooth workflow)
Enable or disable in Scan Settings. Helpful when audio feedback is not suitable.
Navigating to Related Screens
From the scan screen, you can access:
Order Details:
- Tap "Go to Order" from swipe menu
- View complete order information
- See all tickets, payments, and answers to custom questions
- Access order admin tools
Ticket Details:
- Tap "More Info" from swipe menu
- View full ticket history and scan logs
- See check-in/out timestamps
- Manage ticket flags and admin notes
Offline Ticket Details:
- For offline-scanned tickets, tap "More Info"
- Shows locally cached ticket information
- Indicates this was an offline validation
- Limited edit capabilities until synced
Attendance Reports:
- Tap "Attendance report" from scan screen
- View real-time check-in statistics
- Monitor scanner activity
- Identify anomalies and duplicate scans
Scan Settings:
- Tap "Scan settings" from scan screen
- Configure torch, sound, haptic, camera, delay
- Enable/disable offline scanning
- Download ticket data for offline use
Best Practices
For Smooth Entry
- Test scanner before doors open to verify torch and settings work
- Download offline data in advance for venues with unreliable internet
- Enable scan delay (1-2 seconds) to prevent accidental double-scans
- Keep camera preview large for easier QR code targeting
- Clear scan history periodically to maintain performance
For Accurate Attendance
- Do not clear history during an event if you need to review scans
- Use automatic check-in for most events (default setting)
- Check attendance reports regularly to monitor entry progress
- Review anomalies at end of event to identify issues
- Swipe for bulk actions when checking in groups or families
For Problem Tickets
- Swipe for more info to investigate scan history and notes
- Check admin notes for special instructions or overrides
- Review ticket flags for dietary, accessibility, or VIP status
- Contact box office if ticket validity is unclear
- Manual override available for administrators when necessary
Troubleshooting
Scanner Will Not Activate
- Check camera permissions in iOS/Android settings
- Ensure you are holding (not tapping) the scan button
- Restart the app if camera appears frozen
- Try switching between front/back camera in settings
QR Code Not Scanning
- Enable torch in low-light conditions
- Hold phone 10-20cm from QR code
- Ensure QR code is clearly visible and not damaged
- Try increasing camera preview size in settings
- Switch to rear camera if front camera struggles to focus
Tickets Showing Wrong Status
- Check you have selected the correct event date/time
- Verify offline data is up-to-date (if using offline mode)
- Reload the scan screen to refresh data
- Check internet connection for online validation
Offline Mode Not Working
- Ensure offline scanning is enabled in Scan Settings
- Download ticket data whilst online before event
- Check offline data has not expired (7-day limit)
- Verify sufficient storage space on device
Common Questions
Scanning Basics
Can I scan without checking people in? Yes. Disable "Check in on scan" in Scan Settings to validate tickets without marking attendees as arrived. Useful for testing or pre-event preparation.
What happens if I scan the same ticket twice? The second scan shows an amber warning indicating the ticket was already scanned. The system records both scans with timestamps and scanner names.
Why does my scanner not activate when I tap the button? You need to press and hold the button, not tap it. This hold-to-scan pattern prevents accidental scans.
Check-In Management
Can I undo a check-in? Yes. Tap "Out" on the check-in toggle to mark the attendee as checked out. They can be checked in again later if needed.
What is the difference between clearing the scan list and checking someone out? Clearing removes tickets from your on-screen list but does not change their check-in status. Checking out actively updates their status in the system.
Can I check in an entire group at once? Yes. Swipe left on an order header to reveal "Mark All In" which checks in all tickets from that order simultaneously.
Offline and Connectivity
What happens if I lose internet whilst scanning? If offline scanning is enabled, the app falls back to locally cached ticket data. Scans are stored and synchronised when connectivity returns.
How do I know if I am scanning offline? The scan screen shows an indicator when using offline validation. Results may also show "Offline validation" in the status message.
Merchandise and Vouchers
Why do merchandise vouchers not redeem automatically? Unlike entry tickets, merchandise requires you to physically hand over an item. The manual redemption step ensures you only mark vouchers as fulfilled after the customer receives their merchandise.