Great to have you on scanning duty!
You’re the one making sure visitors can get in hassle-free. With our check-in tools, it’ll be a breeze. This guide tells you everything you need to get started quickly!
What do you need?
A fully charged mobile phone with an internet connection
A WeTicket account linked to the organization you’re scanning for
When scanning with multiple people simultaneously, we recommend creating a separate account for each user.
Checking in
The fastest way to check in tickets is by scanning them. When you scan a QR code, the app shows if the ticket is successfully checked in. If the QR code is not valid, the app clearly shows what’s wrong – for example, if a ticket has already been scanned or if the code is unrecognized.
Scan statuses
A ticket has three statuses:
Open – The ticket has never been used.
Scanned in – The ticket has been scanned and is therefore invalid.
Scanned out – The ticket has been manually checked out. It is valid again, but has been scanned in before.
How does the scan app work?
Open the app and log in with your WeTicket account (read here how to invite team members)
Select the event you want to scan for (change to another event at the top of your screen).
Make sure you are in the scanner (it's the screen with the camera view)
Hold your phone above the ticket’s QR code
That's it, your scanning!
Filters
The app also includes a filter function, allowing you to specify per device which tickets can be scanned. The filter can be found in the left top in the scanning screen as well as the guestlist.
Scanning filter - found in the scanning section at the bottom next to the flashlight button. This filter ensures:
Only the selected tickets can be scanned.
Non-selected tickets will be marked as invalid.
Applies to the scanner only.
Guestlist filter - found at the top left of the guestlist view, this filter controls which tickets are shown in the list. It applies to the guestlist only.
Guestlist
Besides scanning, the app also has a guestlist. It shows which tickets have been checked in and which haven't. You can search by ticket or order, and manually check in visitors. Access the guestlist by swiping right from the scanner.
You can also click into a ticket to see the ticket details such as ticket type, name and email of the ticket holder and other tickets in the same order.
Refunds at the Door
Need to refuse entry and refund a guest? Open the guestlist, tap the guest, then tap the three dots in the top right and select Manage order. This takes you directly to the order in the WeTicket portal where you can process the refund. From here you can process the refund as usual.
Tips & tricks
Prep beforehand:
Make sure all devices are fully charged
Keep phone chargers on hand
Use power banks
Check that the scan app is up to date
Ensure a stable internet connection
During scanning:
Aim the scanner directly at the barcode or QR code
Ensure good lighting or use the flashlight feature in the app
Ask visitors to have their tickets ready at the entrance
Checking in large groups:
If a group bought tickets together, you can scan the first ticket and open the dropdown and manually check in all tickets at once so the group can enter together.
Scanning for multiple organisations
Scanning for multiple organisations and need to switch? Tap the event at the top of the screen, then tap the gear icon to open settings. From there you can select a different organization.
Frequently asked questions & solutions
Ticket already scanned
Check if the visitor was scanned twice or has already entered
Scanner doesn’t read the code
Search by name, email, or payment reference and manually check in the ticket by tapping ‘Check in’
Visitor can’t find their ticket
Search by name, email, or payment reference and manually check in the ticket by tapping ‘Check in’