Welcome to the Guide for offline scanning. This guide is suitable for nearly every event. Keep in mind that, because this type of scanning is done offline, it is not possible to continue sales during the event. When you run into problems or encounter any questions during the scanning, please refer to the ‘Troubleshoot’ page. The link is supplied at the end of this article. If you would like to continue your ticket sales you need a stable internet connection on-site. Please contact your Account Manager for more information.
NOTE: The scanning software is not suitable for Apple operating systems.
Step 1: Creating a Scanware user
You need to create a Scanware user in order to download the barcode file (SPQ). This is because of security reasons.
- Log in to the Backoffice
- Select ‘Manage’
- 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 SPQ
Offline scanning means that there won’t be a connection to the Backoffice during scanning, which is why a file needs to be imported to Scanware beforehand. This is an SPQ file which needs to be downloaded from the Backoffice. This is a file containing all barcodes for the relevant event.
- Select the relevant event under ‘Manage’
- Select ‘Scanware files’
- Then select the authorized ‘Scanware user’
- Select ‘Download SPQ’
Step 5: Downloading Scanware
You can download the required scanning software via the Backoffice. Download and install this software using this link.
Step 6: Uploading SPQ to Scanware
The scanning process uses the Scanware software that has been installed in step 5.
- After starting Scanware you will see a login screen. Select ‘Offline mode’ here
- Select ‘Search...’ after which you will be able to import the previously downloaded SPQ file
- Then fill in the login details of the previously authorized Scanware user, after which you can log in by selecting ‘OK’
- Select ‘Start scanning’
- In case the Scanware user is a ‘super user’, you need to fill in a scanner name and select the accepted products
Note: Tick ‘Show personal details’ in order to see more information on the screen during scanning.
Step 7: Scanning
Now connect the USB scanner to the laptop. A ticket is scanned 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: Uploading scan statistics
Because work is done offline, the statistics need to be uploaded to the Backoffice after the event in order to view scanning statistics later.
- After the event, go to ‘File’ within Scanware and select the feature called ‘Upload files’. The files will be uploaded automatically to the Backoffice where you can download them later on as a report.
Note: The laptop you use needs to have an online connection in order to upload statistics.