Scan History: Ticket Entry Records and Door Activity
Scans page showing ticket scan historyOverview
Ticket scanning in Seaty is a two-part system. Staff physically scan QR codes at the door using the mobile app, and this page lets you view the history of those scans from the web dashboard.
At its simplest, scan history answers one question: Who has entered my event, and when?
Who uses this: Event administrators with Event Scans permission.
Key capabilities:
- View all scanned tickets organised by order
- See which staff member or device performed each scan
- Monitor entry activity in real-time by refreshing
- Track scan times with human-readable timestamps
- Identify duplicate or repeat scans of the same ticket
How It Works
At a glance: Scanning happens on mobile devices at the door; this page shows you the results.
1. Staff scan tickets at the venue
On the day of your event, staff use the Seaty mobile app to scan ticket QR codes as attendees arrive. Each scan is recorded with a timestamp and the identity of who performed it.
2. You monitor entry from the dashboard
From this page, select an event date and click Refresh to see the latest scan data. The system shows which tickets have been scanned, organised by order.
3. You review patterns and issues
As the event progresses, you can identify who has arrived, spot potential issues like duplicate scans, and track overall entry activity across different doors or scanning stations.
Think of it this way:
- Mobile app is where tickets get scanned
- Scan history is where you see what was scanned
- Admit & Redeem is where you manually check in tickets without scanning
Viewing Scan History
To access scan history:
- Navigate to your event's admin page
- Select Scans from the Operations menu
- Choose an event date from the side menu
- Click Refresh to load the latest scan data
The system displays scans organised by order, showing:
- Order number and attendee name
- Scan count: How many tickets from this order have been scanned
- Individual ticket details: Each ticket's seat or category and scan information
What Gets Recorded
For each scanned ticket, the system captures:
- Seat or ticket information: Seat number, row, section, and ticket category
- Scan timestamp: Exact date and time the ticket was scanned
- Scanner identity: Who performed the scan (staff member name or device name)
- Time expression: Human-readable format such as "5 minutes ago" or "just now"
Note: The "just now" indicator appears for scans within the last 5 seconds. Older scans show relative time like "5 minutes ago" or "2 hours ago".
Understanding Scanner Identity
Tickets can be scanned by two types of accounts:
Staff member scans show the first and last name of the person who scanned. This happens when someone signs in to the mobile app with their Seaty account.
Device scans show "Device: [Device Name]" for dedicated scanning devices. This happens when someone signs in using a device passcode.
Device names are set up in your organisation settings. Using descriptive names like "Main Entrance", "VIP Door", or "Box Office" makes it easy to identify which entrance processed each ticket.
Real-Time Monitoring
The scan view updates when you click the Refresh button. During your event, this allows you to:
- Monitor entry activity as it happens
- Check attendance levels at different times
- Identify if specific orders have not arrived yet
- Spot potential issues with ticket validation
Note: The system does not refresh automatically. Click the Refresh button periodically to see the latest scans.
Duplicate and Multiple Scans
The system tracks all scan attempts for each ticket:
- If a ticket is scanned multiple times, the most recent scan is displayed
- Multiple scans of the same ticket are recorded in the scan history
- This allows you to see if someone attempted to reuse a ticket or if a legitimate re-entry occurred
Setting Up Mobile Scanning
To enable staff to scan tickets at your event:
- Download the mobile app from the Seaty iOS App or Seaty Android App
- Set up scanning devices in your organisation settings:
- Go to Organisation Editor and then to the Devices section
- Add devices with unique passcodes
- These allow scanning without full admin access
- Staff sign in to the app with either:
- Their Seaty account (if they have admin permissions)
- A device passcode (for limited scanning-only access)
This separation ensures you do not need to give full admin permissions to everyone working the door.
Device-Based Scanning
Device logins are specifically designed for door staff:
- No admin access: Devices can only scan tickets, not manage events
- Multiple devices: Set up as many scanning stations as needed
- Passcode protected: Each device has its own secure passcode
- Named devices: Give descriptive names to identify which entrance scanned each ticket
No Scanned Tickets
If you see "No Scanned Tickets" for an event date, this means:
- No tickets have been scanned yet for this date
- Scanning has not started (event has not begun)
- The selected date may not have any ticket sales
You can still set up scanning devices and prepare for entry even before the first scan.
Working with Admit & Redeem
The Scans view works alongside the Admit & Redeem feature:
- Scanning: Automatic ticket validation when QR code is scanned (recorded in Scans)
- Manual admission: Manual check-in for tickets without QR codes (shown in Admit & Redeem)
- Scanning automatically checks in: When a valid ticket is scanned, it is also marked as admitted
Both systems track attendance, but scanning is the primary method for door entry.
Permission Requirements
To view scan history, you need the Event Scans permission for the event's organisation. This is labelled as "Scans" in the permission settings.
Common Questions
Viewing Scans
How do I see the latest scans?
Click the Refresh button. The page does not update automatically, so refresh periodically during your event.
Why do I see multiple scans for the same ticket?
Every scan attempt is recorded. Multiple scans could indicate a legitimate re-entry or an attempt to reuse a ticket. Review the timestamps to understand what happened.
What does "just now" mean?
This indicates the ticket was scanned within the last 5 seconds. Older scans show relative time like "5 minutes ago".
Setting Up Scanning
Do I need to create accounts for all my door staff?
No. You can create device logins with passcodes in your organisation settings. These allow scanning without full admin access or individual accounts.
Can I have multiple scanning stations?
Yes. Create as many devices as you need in your organisation settings. Each can have a unique name and passcode.
Where do I set up scanning devices?
Go to your Organisation Editor and then to the Devices section. Add devices with names and passcodes.
Troubleshooting
Why do I see "No Scanned Tickets"?
Either no tickets have been scanned yet, scanning has not started, or there are no sales for the selected date.
Can I see who scanned which ticket?
Yes. Each scan record shows either the staff member's name or the device name that performed the scan.
What is the difference between Scans and Admit & Redeem?
Scans shows tickets validated by QR code scanning. Admit & Redeem is for manual check-in without scanning. Both track attendance, but they serve different purposes.