Scanning e-tickets and checking-in guests

Pre-event device preparation

Setting up mobile devices for scanning

Firstly you must ensure those who are responsible for checking guests into the venue have access to a device (phone, tablet) with a camera and iOS or Android operating system.

Then you will need to ensure each device has the Sponsorworks Event App installed. We have produced a detailed installation guide in the article Installing the Event App. 

Preparing a laptop for manual check-ins

You should normally expect 95%+ of guests to be scanned in seamlessly via their e-tickets. However you may find some guests with mobile connectivity issues or those who have forgotten to complete their registration. These guests will need to be checked-in manually via a laptop (Mac or Windows with any modern browser).

To prepare the laptop, login to your system as a Guest Administrator or Full Administrator and visit /EventApp. This will load the desktop version of the Sponsorworks Event App and will give you a focused view for quickly admitting guests who cannot be scanned in.

Scanning e-tickets

Once you have installed the Event App, open it and select the Scan Etickets tab. On the next screen click Start Scanning. (If the device requests access to the camera, refer to the Installing the Event App guide to prevent this message appearing each time.)

The app will confirm each guest ticket has been scanned with a green confirmation notification. 

If a guest's ticket has already been scanned or they have presented a ticket for a different event, a red alert notification will appear. We recommend that guests with a red alert are referred for a manual check in . 

Manually checking-in registered guests

To manually check-in registered guests, follow these steps:

1. Ensure you are on the Guest Registration tab in the Event App.
2. Select the relevant event from the Events Happening Today drop down.
3. Scan by eye or use the search bar to look for part of the guest's name.
4. Click the Confirm button next to a guest to confirm their attendance.
5. When searching by name, if the guest is found on another event it will prompt you to change events. You should check whether they are registered for the correct event before admitting them.
6. If you cannot find the guest, refer to the section below on locating unregistered guests.

Locating and checking-in unregistered guests

Sometimes guests may have forgotten to register or not completed their registration.

In these cases, when you search for the guest's name in the Guest Registration tab it will return no results.

To register and confirm an unregistered guest, follow these steps:

1. To find the guest, in the desktop Event App switch to the Guests tab.
2. Select the event from the list and scan or search for the guest.
3. If they have been invited but haven't registered, they will be on the Invited tab. (It is also possible they may be on the Cancelled tab if they have cancelled after registration)
4. Check the box next to a guest in the Invited tab and Approve the guest.
5. You will be prompted whether you want to confirm the guest's attendance at the same time. Click Yes.
6. You will be returned to the Guest Registration tab to enable you to quickly process the next guest.