Use the Artshell Scanner during an event

Introduction

The Artshell Scanner lets you manage event access directly from your smartphone or tablet.

During the event, you can scan participants' QR codes, verify the scan results, search for a reservation, resend the confirmation email, and manually record entries when necessary.

Before You Begin

Before using the scanner app, make sure you've completed the following steps:

Have downloaded the Artshell app on your mobile device; Click here to read the related article.
have updated the operating system to the latest available version;
Have a stable Internet connection; The scanner app only works if your device is connected to a Wi-Fi network or is using mobile data;
Grant access to the camera. If this permission is not enabled, the scanner screen will appear black, and you will not be able to scan QR codes.

Note:The scanner app can only read QR codes generated by Artshell. QR codes created by external systems are not supported, except for specific integrations agreed upon with the Artshell team.

Step 1: Open the Scanner app

To open the Scanner app on your mobile device:

Open the Artshell app on your smartphone or tablet and log in.
Select the menu icon top left.
Select the App icon.
Tap the Scanner app.

Step 2: Select the event

In the Scanner app, you'll find a list of events with active QR codes.

Use the search bar to find the event for which you want to manage access, then select it. Once the event is open, you can scan QR codes or view the list of participants.

Step 3: Scan the visitor's QR code

Ask the participant to show you the QR code they received via email.

Before scanning, make sure that:

Make sure your device's camera is clean;
the QR code is clearly visible;
The screen brightness on the participant's device is high.

Frame the QR code within the red border and wait a few seconds. The scan will complete automatically.

Recognizing the Scanner's Messages

After scanning, the scanner displays a message indicating the result of the check.

The message displayed depends on the scan result and the configuration of the event's QR code. Refer to the overview below to quickly identify the message displayed on the device, then proceed to the relevant section for more details.

Color	Message	Meaning
	First entry	First permitted access
	Second entrance	Second access permitted
	QR code already used	The QR code has already been used and cannot be used again.
	Invalid period	The QR code was scanned outside its valid date or time. Access can be granted manually.
	The QR code is invalid	The QR code probably cannot be scanned because: low brightness device in airplane mode connection issues
	Unable to scan the QR code	The QR code does not belong to the selected event.

First entry

When it appears: Upon the first scan of a valid QR code.
What does this mean: The participant's check-in was successfully recorded.

Second entrance

When it appears: It appears if a QR code is scanned a second time and no restrictions have been set for the QR code in record . It also appears if the restriction “Valid for a day of your choice ” has been set and the participant returns on the same day as their first check-in.
What this means: The first entry has already been recorded, but the QR code is still valid.

QR code already used

This message indicates that the QR code does not allow a new check-in. If necessary, you can manually authorize the guest's check-in by clicking the "Authorize Manually" button. This message may appear in two situations:

QR code valid for a single entry

If the QR code is configured as " Valid for a single entry," any scan after the first entry will display this message, regardless of the day it is scanned.

QR code valid for one day of your choice

If the QR code is set to be valid for a specific day of your choice, this orange message appears when the participant attempts to enter on a day other than the day of their first entry.

Invalid check-in period

When it appears: This message appears when the QR code is scanned outside the validity period specified for the event or activity. For example, if the activity begins at 3:00 p.m. and the QR code is scanned at 2:59 p.m., the entry will be marked as invalid.
Meaning: The participant is attempting to enter at a time or date that is not permitted. For this reason, the scanner does not automatically record the entry.

If necessary, you can still grant access by tapping " Authorize Manually." The scanner will record the entry even if it was made outside the valid time period.

The QR code is invalid

When this message appears: The QR code cannot be scanned due to lighting conditions, a poor connection, or other issues during scanning.
What to do: Repeat the scan after checking the camera, screen, and connection.

Unable to scan the QR code

When this message appears: The QR code is associated with an event or gathering other than the one you selected.
What to do: Make sure you've opened the correct event, or search for the participant manually.

Check-in for a guest +1 via scanner

If the event allows the primary attendee to bring a guest, the two tickets must be registered together.

Only the primary attendee receives the email with the QR code and must show it at the entrance on behalf of their guest as well. After scanning the code, you’ll see the “Add Guest +1” button, which allows you to register your guest’s entry as well.

If the " Add Guest +1 " button is not available

If the button does not appear, it means that the main participant did not indicate the presence of a guest during registration.

If, on the other hand, the message "GUEST +1 HAS NOT COMPLETED REGISTRATION" appears, the guest has not yet confirmed their attendance. In this case, ask them to locate the invitation email and complete registration before proceeding to the entrance.

Why does the +1 guest need to confirm their attendance?

Confirming the +1 guest is also important from an organizational and privacy standpoint.

During check-in, guests can:

accept the privacy policy;
select, if available, whether to subscribe to the newsletter;
confirm your information.

Without this confirmation, the guest's data cannot be used for the communication or marketing purposes described in your privacy policy.

Search for a participant

If a participant can't find their QR code or wants to check a reservation, they can search for it directly in the Scanner app.

To view the list, select an event and click the icon top left.

From this section, you can:

search for a participant using the search bar;
select a name from the list;
view and manage the reservation.

From record , you can view the reservation details, resend the confirmation email, or manually check the participant in.

Note: The participant search does not include the names of+1 guests . The +1 guest is linked to the main participant’s reservation and cannot be searched for directly using the search bar. To check in the guest, search for the main participant, open their reservation, and confirm the +1’s check-in from there.

Resend the reservation email

If a participant can't find the event confirmation email, you can resend it directly from the Scanner app.

To resend the booking email:

Click the icon in the upper left corner of the scanner.
Search for a participant using the search bar. You can search by email address, first name, or last name.
Once you've found the participant, click on their name. Make sure the email address is correct and that the participant can receive emails at that address on their device.
Click the icon .
Select "Resend the booking email."

The email will be resent to the email address associated with the reservation.

Once you've received it, ask the participant to open the message and show you the QR code so you can scan it.

What to do if the participant doesn't receive the email

Before manually recording the input, make sure that:

the email hasn't been moved to the Spam or Junk folder;
the participant has updated their email address;
The participant should try accessing their email from a web browser (such as Safari or Google Chrome) instead of using the email app on their phone.

If you still haven't received the email, you can manually log the check-in using record :

Click " Single Entry " if only the primary participant is entering;
Click " With guest " if the primary participant and their +1 guest are entering together.

Conclusions

With Artshell Scanner, you can manage event access, handle reservations, and take quick action when needed.

To configure Scanner users or view the history of recorded entries, see the article " Configuring the Artshell Scanner."