Creating a scan operation
Before you start scanning, you need to create an operation. You do this by setting up a scan and creating an operation. Follow the steps below to get started:
1. Go to 'Manage' at the top.
2. Click on 'Scanning' in the black left-hand menu.
3. Then click on 'Operations' and at the bottom, click on 'Create scan operation'.
4. Choose a logical name for the scan operation.
5. Select the correct event for which you want to create the scan operation.
Tip: Check the EID in the 'Events' field to make sure you have added the correct event.
6. Do you already have scan user(s)? Click on the appropriate one, this will move them from the left to the right field.
- If you don't have scan users yet, skip this step and continue creating the scan operation.
7. Name the session. If it's a one-day event with 1 entrance, enter the event name here. If there are multiple days, entrances, or time slots, create separate sessions for them.
Note! A ticket can be scanned only once per session. If you create multiple sessions and add the ticket to multiple sessions, the ticket can be scanned again in each session.
8. Fill in the entrances and entrance groups (choose the venue name or a number, for example: Entrance 1). If there is no distinction in entrances, give these two fields the same name.
9. When you're ready, click on the pink button 'Create'.
More information about entrance groups, see below:
Entrance Groups:
Entrance groups overlap the separate entrances belonging to the same settings.
Later, when assigning certain products to entrances, you will see that this is done at the entrance group level.
For example: Do you want to see how many visitors entered through the north or south entrance? But do these visitors have the same ticket?
Then use 1 entrance group (for example, 'regular') and distinguish north and south under entrances.
If you sell VIP tickets, you probably don't want to scan them at the regular north and south entrances, so create the entrance group VIP and the entrances VIP north and VIP south.
It is possible to have multiple entrances in a group, as well as having multiple entrance groups.
Entrance groups are created first. Give the groups a clear name. If there is no distinction, give the entrance the same name as the entrance group.
Then add the entrances to the entrance groups. For example: Car and bus or north and south. Make sure the entrances are clear and obvious to everyone and use the same names as those used on-site.
10. Now you are at the next step 'Manage Operation'. Select here which user can scan which entrance. For admin and manage users, this selection is not necessary. They can scan all entrances and sessions when applicable. Read below for more information.
User Access Rights:
For each created scan user, a scan session can be selected. Example: Scanning staff that only comes on Fridays only needs access to the Friday session. In addition, it is possible to indicate which entrances the specific scan user can select.
11. Now unfold the 'Product Configuration' section. Select which product can be scanned at which entrance. If all products can be scanned at all or the only entrance, click 'select all'. See below for more information on assigning products to entrances.
Product Configuration:
It is important to consider the following when starting product configuration.
- Adding a product to a session means that the product can be scanned during that session. Every session again!
- Adding a product to an entrance group means that the product can be scanned with the group with the same settings. The entrance can then be added under user access rights to the appropriate scan user.
If sub-products are used: these can be found at the bottom. This can be assigned in the same way as regular products. However, an entrance or session must be chosen.
12. Click on 'Save'. Note: After making changes, do not forget to save again!
Is the operation ready? Now generate your QR code (see pink button in the top right corner) The operation can be loaded by scanning the QR code with the phone. Make sure the desired user for this specific action is selected and click 'Generate'. This action will need to be performed for each user who will be scanning.
Want to create user(s)? Go back to 'Users' in the gray column on the left.
1. Click on 'Create User' at the bottom.
2. Fill in all fields and give the users a logical name. Include an abbreviation of your organization name in the name. Example: Paylogic_Admin01 or Paylogic_Scan01.
3. Assign the desired role to the user. See below for the different user roles.
4. If new scan users have been created, don't forget to add them to the scan operation. Go back to the left column to 'Operations', click on the correct operation, and at the top on 'Edit Operation'. Click next to 'Users' on the users you want to add, this will move them from the left to the right field.
User Roles:
Scan: This user can only scan, not troubleshoot (look up and scan tickets), and cannot view statistics. This user must be assigned to an entrance in the operation.
Manage: This user can scan and troubleshoot and does not need to be assigned to an entrance.
Admin: This user can scan, troubleshoot, and view statistics. This user does not need to be assigned to an entrance and can select any entrance in the app. This role is often used for entrance managers, ticketing managers, or when there is only one entrance and scanner.
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