QR Code Scanning

QR code scanning provides the fastest and most reliable way to check in participants at your event.

How QR Codes Work

Participant QR Codes

Each registered participant receives a unique QR code:

• Sent in confirmation email, with a PDF ticket attached
• Available in the GatherHub app under Ticket
• Can be displayed on mobile device, even without internet once saved
• Can be printed from the PDF ticket

What's Encoded

The QR code contains a check-in link with the ticket's unique, random QR ID. The ticket itself also has a Ticket Number that crew can type in if the QR won't scan.

Accessing the Scanner

From Event Dashboard

1. Go to your event dashboard
2. Click On-site Check-In in the event menu
3. Click Scan QR Code with Camera

Direct URL

The check-in page is at my.gatherhub.app/manage/events/<event-id>/check-in, where <event-id> is the long ID in your event's dashboard address. Bookmark it from the event menu instead of typing it.

Handheld Scanner

On the On-site Check-In page, turn on Handheld scanner mode, plug in a USB or Bluetooth barcode scanner, and scan. The page captures the scan and checks the ticket in automatically.

On a Phone: the Crew View of the App

For scanning at the door, crew should use the GatherHub app on their phone:

1. Install the app on Android or iPhone
2. Tap Crew in the top bar and pick your event
3. Tap Scan, the centre tab

The app scans at the gate, at sessions, at activities and for kit, and keeps scanning when the internet drops. See Using the app as crew.

Using the Scanner

Scanning Process

1. Click Scan QR Code with Camera
2. Allow camera access when prompted
3. Point camera at QR code
4. Hold steady until scanned
5. View confirmation

Successful Scan

When scan succeeds:

• Green confirmation appears
• Participant name displayed
• Ticket details shown
• Check-in recorded

Failed Scan

If scan fails:

• Red error message appears
• Reason displayed
• Scan again, or type the code under Or enter manually (QR UUID or Ticket Number)

Camera Settings

Granting Permission

First time using scanner:

1. Browser asks for camera access
2. Click "Allow"
3. Camera activates

Which Camera

The scanner always uses the back camera. There is no front/back toggle.

Troubleshooting Camera

Scanning Tips

For Best Results

• Hold device 6-12 inches from QR code
• Ensure QR code is well-lit
• Avoid shadows on code
• Keep both device and code steady
• Center QR code in viewfinder

Challenging Conditions

Scanner Interface

Main Screen Elements

After Successful Scan

Handling Scan Results

Confirmed Check-In

Normal flow:

1. Scan successful
2. Participant confirmed
3. Welcome them
4. Tap Scan Next for more scans

Already Checked In

If participant scans again:

• Ticket already checked in. shows
• Original check-in time displayed
• They are not checked in twice. There is no re-entry option

Invalid Ticket

If ticket is not valid:

• Error message explains why
• Common reasons:
  • Wrong event (Ticket not found for this event.)
  • Cancelled registration (Ticket has been cancelled.)
  • Not yet paid (Ticket not paid. Please complete payment first.)
  • Too early (Check-in is not open yet. Crew can scan from 60 minutes before the start)
  • Wrong gate, if you use Gates
• Direct to registration desk

Batch Scanning

High-Volume Events

For events with many arrivals:

1. Set up multiple scan stations
2. Use separate devices
3. All sync to same dashboard
4. Consider queuing systems

Speed Tips

• Keep scanner ready between scans
• Position scanners at entry points
• Have manual backup ready
• Pre-assign staff to stations

Offline Mode

When Offline

Only the scanner in the GatherHub app (crew view) keeps working without internet. The check-in page in the dashboard on a computer needs a connection.

In the app, if the internet drops:

• Camera scans keep working and are saved on the phone
• A badge in the top bar shows how many scans are waiting
• Saved scans are sent automatically when the internet comes back
• Each scan keeps the time it was actually made

Offline Limitations

• Tickets can't be checked at the moment of scanning, so "Wrong gate" or "Ticket cancelled" only shows up later, in the app's Sync centre
• Searching by name and typing a code need internet
• Dashboard numbers update only after scans are sent

A guest scanned on two phones is counted once. It doesn't create a duplicate check-in.

Returning Online

1. The app notices the connection is back
2. Saved scans are sent automatically
3. Anything GatherHub didn't accept appears in the Sync centre, where you can retry or discard it

See Using the app without internet for details.

Security Considerations

QR Code Security

• Each QR code is unique
• Uses a random ID, not a running number
• Cannot be easily guessed
• Logged when scanned

Preventing Fraud

• Check participant identity if suspicious
• Look for obvious reproductions
• Monitor for multiple scan attempts
• Report suspicious activity

Device Recommendations

Best Devices

Browser Support

Troubleshooting

QR code won't scan

1. Check lighting conditions
2. Clean camera lens
3. Try different angle
4. Move closer/further
5. Type the ticket number under Or enter manually

Camera not working

1. Check browser permissions
2. Restart browser
3. Try different browser
4. Restart device

Scans not saving

1. Check internet connection
2. Verify logged in
3. Refresh page
4. In the app, open More → Sync centre to see scans waiting to be sent

Next Steps

• Use the app as crew for scanning on a phone
• Track attendance at multiple levels
• Monitor check-in dashboard
• Generate certificates based on attendance