The Scanner app

Introduction

The Artshell Scanner app lets you scan the QR codes associated with events created in your account and quickly verify participants' attendance.

It is designed to be used at the entrance to events, trade shows, openings, or other events requiring registration, directly from a smartphone or tablet.

Once properly set up, the app is simple and intuitive to use and does not require any specific technical skills.

Prerequisites

Before using the Scanner app, make sure you have completed the following steps:

1. Download the Artshell app on your smartphone. The app is available on the Google Play Store (Android devices) and the App Store (Apple devices). Click here to read the article on how to download the Artshell app on your mobile device. 
2. Update the operating system on your phone or tablet to the latest available version;
3. Always keep your Internet connection active. The Scanner app only works if your device is connected to a Wi-Fi network or is using mobile data;
4. Allow Artshell to access your device's camera. If this permission is not enabled, the scanner screen will appear black and you will not be able to scan QR codes.

Grant access to external staff

If you work with external staff to manage entry, such as ushers, volunteers, or receptionists, you must create a dedicated user for each device used for scanning.

Each device must be associated with a unique email address. The same login credentials must not be used on multiple devices at the same time, as this could cause errors or malfunctions during scanning.

This setting is available in the Settings → Users and Roles section for accounts with the Artshell Premiere plan. This allows you to restrict staff access to the Scanner app only, while keeping the rest of the data in your account secure.

Add a new user 

To add an operator:

Once added, the new user will automatically receive an email with a temporary password. They will need to use the email address entered in " Users and Roles " and the temporary password to log in to Artshell, and then set a new personal password.

Start scanning QR codes

Step 1: Open the Scanner app

To open the Scanner app on your mobile device:

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 on their smartphone. Before scanning, make sure your device’s camera is clean and that the screen brightness on the participant’s device is set to high.

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

After scanning the QR code, the system may display various results.

See the table below:

First entry You have already logged in Entry outside of the designated date or time Errors

The QR code is being scanned for the first time.

When you scan the QR code for the first time, a green confirmation message will appear. The information displayed includes: the event title, the activity title, the participant’s name, and the QR code’s validity (whether it’s for one or two people).

The QR code is scanned a second time.

If a QR code is scanned a second time, a light purple message appears indicating the second entry. The information displayed here includes: the event title, the activity title, the participant’s name, and the QR code’s validity (whether it is for one or two people).

The QR code is not valid for the date and time.

If a QR code is scanned outside its validity period, an orange message appears indicating an invalid entry. This can happen, for example, if the event starts at 3:00 PM and the QR code is scanned at 2:00 PM or 2:59 PM. Even in this case, the scanner displays the event title, the activity title, the participant’s name, and the QR code’s validity (whether for one or two people). You can still grant access: to do so, click on “Authorize Manually.” The scanner will return to the green status and record the entry even outside the validity period.

Error scanning the QR code

If the code cannot be scanned, two possible error messages will appear, depending on the type of problem encountered. The first, on the left, appears when the screen brightness is too low or when the device used for scanning is in airplane mode, offline, or experiencing connection issues. The second, on the right, appears when the QR code is not associated with the current event but belongs to another event or gathering.

In either case , you can try scanning again by selecting "Scan Again." Make sure the camera on your mobile device is clean and that the guest's screen is set to a high brightness level. Alternatively, click "Search by Name " to open the list of event participants. You can then search for the user's first name, last name, or email address in the search bar, or use the "Filters " button in the top-right corner.

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 +1 guest has not yet confirmed their attendance, the Scanner will notify you with the message "THE +1 GUEST HAS NOT COMPLETED REGISTRATION," so you can invite them to check their email for the invitation and complete the registration.

Search for participants

After selecting the event in the Scanner app, you can scan the QR code or view the list of participants associated with that event.

From this section, you can:

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

This feature is useful, for example, when a participant can't find their QR code or when you need to quickly check the status of a reservation.

Forward booking emails

There may be instances where a participant can no longer find the event registration email. In this case, the operator can resend the email directly from the Scanner app by accessing the record .

To resend the booking email:

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

Ask the participant to open the email they just received and show you the QR code, then scan it.

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

First, ask the participant to check their Spam and Junk folders, as the email may have been automatically filtered.

If the message isn't there, ask them to check their email inbox using a web browser, such as Safari or Google Chrome, instead of using the email app on their phone. Some apps may take longer to update and display new messages.

If the participant still hasn't received the email, you can manually check them in via their reservation:

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

Check the recorded inputs

Only the account administrator or users with access to the Events section and its contents can view the recorded entries.

Operators authorized to use only the Scanner app cannot access the Events section and, as a result, cannot view or check the entry history.

To check previously recorded entries:

1. Go to the Events section;
2. Select the event you want;
3. Click the " Details" tab in the upper-left corner of the record ;
4. From the drop-down menu, select Reservations;
5. Select Participants;
6. Apply the filter for " Checked In".

Here is a brief demonstration:

View or delete an entry history

To view a single participant's check-ins:

Conclusions

The Scanner app lets you manage event access quickly and efficiently.

In addition to scanning QR codes, you can search for attendees, check reservations, resend confirmation emails, manually check people in, and review access history.

To avoid any issues during the event, we recommend setting up user accounts in advance, checking devices, and testing your internet connection and camera before the event begins.