Table of contents

⚙️ Set up my scanner

• Login to my organizer session
• Name the scanner
• Other settings

🎫 Scan a ticket

• The process step by step
• The different ticket scanning scenarios
• Find a ticket by name/email/order number
• Scan in low light conditions
• Manage my tickets
• Manage my guestlists
• Manage my access lists

🧾 Scan history & actions on entries

• Check history of scanned tickets
• Manage entries and exits
• Validate a ticket manually
• Refund a ticket

🔚 Log out

• Switch event or access list
• Logout of my organizer session

Shotgun Scan app

First of all, you need to download the Shotgun Scan app from the App Store or the Google Play store

 

⚙️ Set up my scanner

🧑🏼‍💻 Login to my organizer session

When you arrive on the connection page for the first time, you need to allow the app to use Bluetooth. This allows multiple scanners to be connected to each other and their data to be synchronised.

Enter your admin username and password to log in.

ℹ️ The members' credentials don’t work on the scan and drawer apps.

 

🔒 Set up scan and drawer credentials

Click on the logo at the top right of the Smartboard to go to the "Account" tab.

 

 

Scroll down to the “Scan and drawer credentials” section

• In this section you can set up Shotgun Scan application specific credentials to be communicated to your teams.
• It is impossible to access your Smartboard with these credentials unless you use the same credentials as your account.

 

 

 

✍🏼 Name the scanner

Then give your scanner a name, so you‘ll be able to know which scanner has scanned which ticket.

              

 

You can rename your scanner at any time from the settings.

 

🛠️ Other settings

• You can choose to manually scan tickets by pressing the screen for the QR code to be detected (switch on), or let the app automatically scan a ticket once a QR code is detected (switch off).
• If you have added a description to your tickets from the smartboard, you can activate the second feature so that the description is displayed when a ticket is successfully scanned.
  
  

 

 

🎫 Scan a ticket

🪜 The process step by step

Click on the event for which you want to scan the tickets.

 

This page appears next: all tickets already sold are being uploaded to the app.

 

We need you to give Shotgun Scan permission to access the camera.

               

 

You are now ready to scan! Hold your finger on the screen to scan a ticket.

 

🃏 The different ticket scanning scenarios

Once the ticket is correctly scanned, a green message appears on the screen: this means that the ticket is valid and the person can access the event.

 

⚠️ However, if the screen appears black & red, it means that the ticket is not valid. Here are the different messages that may be displayed in the case of an invalid ticket.

👉 The ticket does not match the day or time slot in which it was scanned. This usually happens when an event takes place over several days and the person has bought a ticket for different days (for example, a ticket for Friday and a ticket for Saturday). The person may inadvertently presents a ticket for Saturday when it is Friday, and vice versa. This can also happen when a ticket category allows entry in a specific time slot or before a specific time. If a person has a ticket for entry before 11pm and shows up after 11pm, the ticket will no longer be valid.

👉 The ticket has been refunded to the customer and is therefore no longer valid.

 

👉 The ticket has been transferred to another user. In the case of a transfer, to combat fraud, the original ticket is cancelled, the order and ticket numbers change, and the QR code also changes. The ticket shown here is the original ticket, which is now invalid.

 

👉 The ticket has been resold and is therefore no longer valid. The scanner also indicates when the ticket was resold. In this case, the ticket has been resold to another person on Tuesday 12 July at 6:33 am, so it is not valid anymore.

 

👉 The ticket has already been scanned. The scanner indicates when and by whom the ticket was scanned. In this case, the ticket was already scanned a few seconds earlier, on Tuesday 12 July at 6:32 am, by Johanna's scanner.

 

👉 The person is not at the right entrance. The scanner also indicates the entrance where the person should report. In this case, the person must go to the entrance VIP Backstage - Bubble area. But if you want to let the person in, you can press Validate anyways, and their ticket will be validated.

 

👉 The ticket is valid for another event but not this one.

 

👉 The presented QR code is not integrated in Shotgun's database and is therefore not recognised by the software.

 

 

🔎 Find a ticket by name/email/order number

You can also find a ticket by entering a first name, last name, email address or order number from the Search tab.

💡 This can be useful if the person has no battery on their phone or doesn't have access to their mailbox or Shotgun account.

 

You can also find a guest by typing his/her first or last name in the search bar, and then pressing Guests. You can then count the number of people accompanying him/her.

 

 

🌚 Scan in low light conditions

If the light is low, you can turn on the flash by pressing this button. You can turn it off at any time by pressing the same button.

 

🎟️ Manage my tickets

In theTicketstab, you can see exactly how many tickets of which category have already been scanned compared to the total number of tickets expected in that category.

 

For each category, you can see how many tickets have already been scanned for each group of ticket in this category, compared to the total number of tickets expected in each group.

 

👥 Manage my guestlists

From the Guestlists tab, you can view guestlists and check each time a guest enters the event. Luce's guestlist includes 5 people. To see who the guests are, click on the corresponding guestlist.

              

 

You can check all the names of Luce’s guests. Each guest whose name is on the list can bring a specified number of people (here there is only one attendant). When a guest arrives at the entrance to your event, click on their name and select the number of people accompanying them. Then click on Validate the entrance.

               

 

You can add a guest to the list by clicking on this button at the top right of the screen. Then fill in the required fields (name, surname and number of attendants).

 

 ✅ Your new guest is now added to the list!

 

You can create a new guestlist by clicking on this button at the top right of the screen, and then name it.

              

 

📅 Manage my access lists

To facilitate access control, we have created access lists.

Access lists are a way to group several tickets from the same organizer, so that all these tickets can be scanned at the same time.

Examples of usage:

• You can create access lists for each day of your event (for example, you can create an access list "Friday" in which you add the following tickets: "1 day pass Friday", "2 day pass Friday x Saturday", "Full 3 day pass")
• You can take tickets from past events and place them in a future event to be scanned again
• You can create access lists for each entry of your event

Once you are logged in to your organizer account, you can access the different access lists by going to the Lists tab.

 

 

Press Scan to start scanning the tickets corresponding to the selected access list.

               

 

✅ You are now ready to scan the tickets integrated in your access list!

 

 

You can see all the tickets that have been integrated in your access list by clicking on More and then on Tickets.

 

               

 

You can see which groups of ticket have been included in your access list for each of the 3 categories.

 

 

🧾 Scan history & actions on entries

📖 Check history of scanned tickets

You can see the ID of the last scanned ticket, and check the last 40 scanned tickets by clicking on the button below. You can see at what time and by which scanner each ticket was scanned.

 

 

🚶🏻Manage entries and exits

If you click on the three small dots … you can get more precise information about the entries.

 

 

You can see the total number of tickets generated, how many tickets have already been scanned (all scans combined), how many tickets have already been scanned with this scan only, the total number of expected guests and how many guests have already accessed the event.

You can also update the gauge of your event by counting the number of people who leave the event. To do so, click on + as many times as necessary. This will automatically be deducted from the total number of people who entered the event. For example, if 10 people leave the event, click 10 times on + and then on 10 people exit to confirm your action and deduce 10 from the total of your event.

 

 

✅ Validate a ticket manually

You can also validate an unscanned ticket manually by pressing Validate ticket.

 

 

💰 Refund a ticket

If a ticket has not been scanned yet, you can refund the customer by pressing Refund ticket.

 

               

 

If you decide to refund a ticket, the full amount of the ticket will be returned to the customer and the ticket will not be valid anymore. This action is irreversible.

 

               

 

The ticket is then tagged REFUNDED.

 

 

🔚 Log out

🔁 Switch event or access list

You can switch event or access control list directly from the More tab and then by pressing Switch event or Switch access control list.

 

               

 

🙅🏼 Logout of my organizer session

• From the settings of your account
  
               

 

• From the More tab, at the bottom of the page