Welcome to the Guide for online scanning. The big advantage of online scanning is that all scanned data is automatically saved to the Backoffice. You also have the option to continue your online sales while you are scanning. When you run into problems or encounter any questions during scanning, please refer to the ‘Troubleshoot’ page. The link is supplied at the end of this article.
NOTE: The scanning software is not suitable for Apple operating systems.
Step 1: Creating a Scanware user
First of all, you need a Scanware user in order to be able to scan.
- Log in to the Backoffice
- Select ‘Manage’ after which a dark grey bar will appear on the left-hand side
- Select ‘Scan & Ticketware’
You can use an existing Scanware user if one has been created previously. Click the name to see the details. If one hasn’t been created previously, you need to create a new one.
- Click ‘Create new Scanware user’
- Fill in the blanks and click ‘Create’
Keep the username and corresponding password on hand for the following steps.
Step 2: Selecting the relevant event
Now the Scanware user has been created, it needs to be granted permission for scanning the tickets of the relevant event.
- Select the relevant event under ‘Manage’
Step 3: Setting Scanware permissions
Next, the permissions can be set for the previously selected event.
- Now select ‘Scanware Permissions’
You will find a vertical overview on the next page of all the products for the event, and a horizontal one of the Scanware users.
- Tick ‘Is super user?’ for the Scanware user that will be used for the event
- Select ‘Save changes’ at the bottom of the page
We recommend to always use a ‘Super user’. This means that this Scanware user is able to scan all products for the event. It is also possible to authorize Scanware users individually per product, which may be useful if it concerns a big event with lots of entrances and products.
Step 4: Downloading Scanware
You can download the required scanning software via the Backoffice. Download and install this software using this link.
Step 5: Logging in to Scanware
When you start Scanware a screen appears where you can log in.
- Select ‘Online mode’
- Then fill in the login details of the previously authorized Scanware user
- Select ‘Backoffice’ as server
- Select ‘OK’ to log in
- If the server above doesn’t work, fill in ‘api.paylogic.nl’
Step 6: Start scanning
There are several steps after logging in you need to complete before you can start scanning.
- Choose the relevant event and select ‘Start scanning’
A screen with settings will appear which you will need to fill in.
- For ‘Scanner name’, you might fill in ‘scanner 1’, ‘scanner 2’, ‘scanner 3’, etc.
- Then select ‘OK’ to proceed
Step 7: Scanning
Now connect the USB scanner to the laptop. A ticket is printed by pointing the red laser line (red block of laser light) at the barcode. The scanner produces a noise when it has scanned something, which doesn’t necessarily mean that the barcode has been approved in Scanware. Keep the following important factors in mind:
- In order to be able to scan, there needs to be a blinking cursor in the text field at the bottom of Scanware (in front of ‘Scan’). If this is not the case, the scanner won’t be able to ‘type’ the barcode in the text field.
- See whether the screen changes color. Shown below are the possible colors and alerts.
The following alerts can appear after scanning:
Ticket is valid
Ticket is not valid, possible reasons:
- Not a ticket for this event
- Payment is not completed or has failed
Ticket has already been scanned by [scanner name]
Barcode invalid or error
Ticket is not accepted by this scanner
(product is not allowed, see step 2)
The Troubleshoot describes what to do when encountering problems during scanning. Use this link to see the article.
Step 8: Scan statistics
You can view statistics in the Backoffice. For this, you need to first select ‘Reports’, after which you can request the reports below under ‘Custom’.
- ‘Scan statistics per product’
- ‘Scan statistics per scanner’