On the day of the event, the Coordinator can use their phone to go in the Junior League app and find the Attendance Manager, where they can scan attendees, see the number of attendees who have checked in and the number of eTickets available
Required access:
Any of the following access levels will allow scanning tickets.
- Primary Coordinator for the event
- Secondary Coordinator for the event
- Registration Administrator
- Administrator
IMPORTANT: For Primary and Secondary Coordinators to have access to the scanning tool, the following access must be set in the Registration Tool
- Select Setup for the Registration Tool
- Go to the section Advanced - Coordinator
- For Primary Coordinator Access and Secondary Coordinator Access, select Manage Attendees.
Allow at least six hours for access level settings to sync with the mobile app. If they are already logged in to the app, have them log out/in to refresh the access.
How to get there:
- Log in to the Junior League app.
- Select Attendance Manager
Steps to be taken:
- Find the event you are managing based on the date.
- Below the event date, you will see an eTicket Scanner option. When you click on it, you will see two options: Scan or Attendance.
- Click on Scan. This will redirect you to the Scanner for the event where eTickets are enabled. Take note, if it redirects you to the wrong event from that date, this is a display issue. You can still scan the tickets without issue and mark them as redeemed. Alternatively, you can tap on the event directly and scan to show the correct event.
- The Check In opens date/time is based on the number of minutes set in Advanced - Self Check In > Allow Check In How Many Minutes Before.
- The Check out end date and time of the check in is based on the number of minutes set in Advanced - Self Check In > Allow Check In How Many Minutes After.
- For multi-day events like a three day holiday market, set this value to 4320 (3 days) or to the number that covers your event’s entire duration.
- Scan the QR code from an eTicket.
- You will see a Success return message when an attendee has been successfully scanned in.
- It will also show that the ticket was checked in with the number of times redeemed out of the max number of scans set.
- Successfully scanning will also update the option in the eTicket Orders page below the Redeemed column.
- In addition, scanning a ticket automatically marks the attendee as Attended in the Attendance Manager.
Take note, if the ticket is scanned and is a blank generated ticket, then the number of Redeemed tickets will be updated on the Generated eTickets table.
Error Messages
There may be instances when the scans are invalid. Take note, even though the registration is invalid due to the cancellation, the system will still show a "Success" message along with a green check icon in the app. This is because the scan was technically successful—meaning the eTicket was scanned —but the status of the registration overrides the validity of the ticket.
- Max Scan Count Reached - the maximum number of scans have been reached for a particular ticket, which is set up in Manage > eTicket Templates.
- Registration was Cancelled. ETicket is invalid - If the status of the attendance is set to “Cancelled”, then the scan for the eTicket for that attendee will return an error message.
- Invalid Scan Date for ETicket - If you try to scan an eticket for a different event, it will not scan successfully. The Scanner recognizes the eTicket, but will know that this QR code is not tied to this paid event. For example, if someone from Week 2 of the Fun Run shows up but it's the Week 1 event, it will not be redeemed.
- Invalid Scan Date for ETicket - If the check in time hasn't opened yet, it will show this message. If you need to adjust the time, next to your Registration Tool > Setup > Advanced - Self Check In, you can enter a number in Allow Check In How Many Minutes Before.
Manual Scan Options
In case the eTicket Scanners are down, there are manual scan options that can be found in the Registration Tool or from the Junior League app: