Introduction

The Artshell Scanner app allows you to scan QR codes linked to events you have created within your account. You can access the app via both Desktop and mobile devices. It is designed for use during the event, at the entrance phase, and enables you to quickly verify attendees' access. Once correctly configured on your mobile device (phone or tablet), its use is immediate and does not require particular technical skills.

Note: the Scanner app only allows scanning of QR codes generated by Artshell. QR codes from external systems cannot be used, unless a dedicated scanner development or configuration has been agreed with Artshell.

Basic Prerequisites

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

Download the Artshell app on your smartphone. Available on Play Store (Android) and App Store (Apple) Click here to read the article dedicated to how to download the Artshell app on your mobile device.
Update your device software. Check that your phone or tablet is updated to the latest available version.
Always keep the Internet connection active. The Scanner app only works if the device is connected to a Wi-Fi network or mobile data.
Enable the camera for the Artshell app. If the camera is not enabled, the app screen will be black and you will not be able to perform scans.

Enable External Staff for the Scanner App

If you collaborate with external staff for access control (for example, stewards or entrance staff), it is necessary to create a dedicated user for each device that will be used for scanning.

Important! For example, if 6 entrance stations with 6 different devices are planned, 6 distinct emails must be used. The same email cannot be used to log into the app from different devices. Each scanner operator can use their own email, or you can create alias emails that the operators can use, see how to do this in the next paragraph.

This configuration, available in the Settings Panel under Users & Roles (only with the Artshell Premiere plan), allows you to protect and keep private the other data of your account and prevents errors during code scanning.

Add a New User

Select the icon  at the bottom right, then click on Users & Roles. Click the Add button at the top right and fill in the new user's details (First Name, Last Name, Email address and the language in which they will view the profile).

Don't have enough email addresses?

If your domain allows it, you can create aliases using your domain @galleryname.com. Aliases are created by adding a + followed by a unique name/number between the username and the @. For example:

Define Permissions

Enable the Scanner app for each address or possibly other strictly necessary permissions related to the use of the scanner.

Warning! Once each individual user is activated with the related password, carefully note the email and password associated with each scanner for login on the respective devices.

Start Scanning QR Codes

Step 1: Log into the Scanner app

To open the Scanner app from your mobile device (phone or tablet), follow these steps:

Open and log into the Artshell app on your smartphone.
Select the icon  at the top left.
Select the Apps icon.
Click the Scanner app.

Step 2: Select the event

When you open the Scanner app, all events with active QR codes are listed. Choose the specific event to start scanning your guests' codes.

Step 3: Scan the visitor's QR code

Ask the visitor to show you the Artshell QR Code received on their smartphone.

Using your device, use the Scanner app to frame the guest's QR code within the red frame, wait a few seconds.

Once the QR code is scanned, the possible options are as follows:

The QR code is scanned for the first time.

On the first scan of the QR code, a green confirmation message will appear. The information shown includes: The event title, the activity title, the participant's name, the validity of the QR code (whether for one or two people).

The QR code is scanned a second time.

If a QR code is scanned a second time, a lilac message appears indicating the second entry. Here too, the information shown includes: The event title, the activity title, the participant's name, the validity of the QR code (whether for one or two people).

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

If a QR code is scanned outside the validity period, an orange message is displayed indicating an invalid entry.
This situation can occur, for example, if the event starts at 3:00 pm and the QR code is scanned at 2:00 pm or 2:59 pm. In this case as well, the scanner shows the event title, the activity title, the participant's name and the validity of the QR code (whether for one or two people).
Access can still be allowed: to do this, click Manually Authorise. The scanner will return to green status and will record the entry even outside the validity period.

Error scanning the QR code

If the code cannot be scanned, two possible error messages will be shown 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 has connection issues.
The second, on the right, occurs when the QR code is not associated with the current event, but belongs to another event or another occasion.

In both cases you can attempt a new scan by selecting Scan again. Make sure the mobile device's camera is clean and the guest's screen is set to a high brightness.

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 from the search bar or use the Filters button at the top right.

Registering the +1 Guest via Scanner

If your event allows each main participant to bring a guest (+1), it is important to know that access always occurs jointly: only the main participant receives the email with the QR code and presents it at the entrance also for their guest. At the time of scanning the QR code, the operator is shown the button Add +1 Guest, which allows registering the entry of the companion as well:

Important! if the “Add +1 Guest” button is not visible, it means that the main participant did not indicate the presence of a guest during registration.

If the +1 guest has not yet confirmed their participation, the scanner will notify the operator of this situation, who can invite the guest to complete the registration.

Why does the +1 guest need to confirm their participation? Requesting confirmation from the +1 guest is also important from an organisational point of view: this operation includes acceptance of privacy and, if applicable, the choice to subscribe to the newsletter. Without this confirmation, it will not be possible to use the guest's data for communication or marketing activities provided for by your privacy policy.

Check Scanned QR Codes

To check the QR codes that have already been scanned, go to the Events section and follow these steps:

Select the desired event.
Click the Details tab at the top left within the event card.
From the dropdown menu select Bookings.
Select Participants.
Filter by Entered.

Below you will find a brief demonstration:

To view a participant’s entries, select a participant, click the  icon in the Reservation section, and then select Entrance history. Click the  icon again next to an entry to delete it.