If you want to scan tickets with the Paylogic Scanning app or the Web client, you must first create a scan operation. Here you can read how to do this correctly.
Step 1: Create the scan user(s)
If you have previously created a scan user, you can link it back to your scan operation. You do not have to create a new user for every scan operation. If you already have a user, proceed to Step 2.
Select 'Scanning' and click on 'Users'.
Then click on ‘create user’, fill in the fields.
You can choose from three different roles:
Scan
Users with the 'Scan' role are only authorized to scan. In the operation, this user must be assigned to one or more input(s). This user can only scan tickets from the assigned entries.
Manage
In addition to scanning tickets, users with the 'Manage' role can also lookup visitors' tickets. Note: the Manage role is not assigned to one input, the Manage role has access to the entire scan operation. To scan a ticket you need to be in the correct session and entrance.
Admin
In addition to scanning tickets and looking up visitor tickets, the ‘Admin’ role can also view the scan statistics in the Paylogic Scanning app. Note: the Admin role is not assigned to one entry, the Admin role has access to the entire scan operation. To scan a ticket you need to be in the correct session and entrance.
You can switch your user later if necessary. When you have filled in everything, click on create.
If you have forgotten your password, you do not have to immediately create a new user. You can always find your user and open it for entering a new password.
Step 2: Create a scan operation
If the scan operation already exists, this step can be skipped.
Go to ‘Scanning’, then to ‘Operations’. Click on the pink button ‘Create a new scan operation’
Choose a logical name for the scan operation such as the title of your event and the date. Then select the event that will be scanned in this operation, if you have many events with the same name, it is useful to use the EID (Event ID). This way you can be sure that you are linking the right event. It is also possible to add multiple events, so you do not have to create a new scan operation for each event. For users, select the users who are allowed access to the scan operation.
Step 3: Scan session
Within the process, we speak of 'scan sessions'. You should always create a session for a scan operation. For example, you can give this the name of the event. Do you have a multi-day event where your passe-partout ticket must be scannable every day? Then you create a session per day (Friday, Saturday, Sunday).
Please note: A ticket can be scanned one time within one scan session. When you add a ticket to multiple sessions, the ticket can be scanned in each session individually.
Step 4: Entrance Groups and Entrances
The next step is setting the entrances. These are divided into ‘Entrance Groups’ and ‘Entrances’.
Entrance Groups
Entrance groups cover the group of single entrances that will use the same settings. For example, a car and bus entrance will be put together in a group if they have the same tickets, but will not be combined with a VIP entrance. You will probably name the entrance group ‘Regular’, ‘VIP’. or even 'Parking'.
Entrances
An entrance group can consist of several entrances. If, as in the example above, you can scan regular tickets at North or South, you should create the following entrance group; Regular entrance, entrance North, and entrance South.
After creating the entrance groups and entrances, do not forget to click on save.
Step 5: Manage scan operation
The scan operation has been created, you are now on the page to manage the scan operation.
With the option 'Select all' and 'Deselect all' everything can be managed with one click. This is the fastest way for simple events with only one entrance where all products can enter. For more complex operations, the set up will take longer.
First of all the heading "User access rights". Here you link the scan user to the session and input group. Example: people who only scan at the regular entrance on Friday, only need to be entitled to the Friday session and regular entrance. As mentioned earlier, the Manage and Admin users have access to all sessions and input groups. You will not see these users here.
After assigning sessions and inputs to the users, you will do the same for the products in ‘product configuration’
Some important facts about adding products:
- A product must be linked to at least one session and one input group.
- Adding a product to a session means that the product may be scanned during that session. Note: if you add a product to multiple sessions, it can be rescanned in both sessions.
- Adding a product to an input group means that the product may be scanned at this input group. If you add a product to multiple input groups, the product will validly scan once in one of the input group.
Step 6: Generate a QR code for scanning
After you have configured your scanning operation you can press the ‘Generate configuration code’ button on the top right of the screen. This opens a pop-up with an automatically retrieved QR code, which can be used to access the operation from the scan app (from the ‘Scan URL’ screen). Make sure you select the desired user for this specific action and press ‘Generate’. This action should be repeated for every new user.
