Events
Check-In/Scan Tickets for an Event

4min
Overview
It's the day of the event. Patrons have purchased their tickets and are ready to enjoy your event. All that's left is to get them scanned/checked in so that you can ensure everyone has a valid ticket. There are several ways to accomplish this within Ludus. Check out the drop-downs below to learn more about the options and what works best for your organization.
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The number one recommended way to scan and check-in patrons on the day of the event is with our mobile app (Ludus Box Office﻿). From the app, you can use the camera on the device to scan the codes on tickets. We also know that patrons might misplace their tickets or not be able to get an internet connection to view their mobile tickets. The app also comes with a searchable patron list. This allows you to quickly search for a patron and manually check them in with ease.
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Go to the App Store or Google Play Store on your phone or tablet and download the "Ludus Box Office" app.
2
Open the app and log in with your subdomain, username, and password.
Any admin account (full, seller, or viewer) can scan and verify tickets using the app.
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Click the Scanner tab at the bottom of the screen.
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At the top of the page, there are four tabs: Check-Ins, Add-Ons, Patrons, and Scanner. To scan using the camera, tap the Scanner tab. To look up/check in a patron by name, tap the Patrons tab.
Restore a ticket to show as not checked-in
These instructions assume you are on the Scanner tab within the Ludus Box Office app and have already selected the proper event and event time that you need to reverse a check-in on.
Occasionally you may find that you checked in a ticket that should not have been.  The following steps allow you to reverse the check-in so you can check that ticket in later.
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1
Click the Patrons Tab to open the list of all patrons for this event time.
Tickets that have been checked in will show a green check mark rather than a Check-in button.
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2
Click on the patrons name to open the checked-in tickets.
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3
Click the Red - for the ticket to mark as not checked-in. This will open a message that allows you to reverse the checked in Ticket.
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You will then be taken back to the patrons tab and you can verify that the ticket has been marked as not checked in.
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You have the ability to manually check-in patrons using the web-based Check-In List on your computer. To do so:
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On the main Events tab, find the event time you'd like to scan for and click Options --> Check-Ins.
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You can search for the patron by name using the search bar or scroll through the list to find their tickets. Check the line for the ticket(s) you'd like to check in and click Check-In at the bottom of the screen..
Reverse a Checked in Ticket
If you accidentally check in a ticket that should not have been checked in you can easily reverse it.
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On the Patron Check-in screen locate the checked in patrons ticket.  It will show with a green checkmark.  Check the box next to the ticket to reverse the check-in on.
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Scroll to the top of the page and using the drop-down menu select Check-in (Reverse).  Then click Submit to restore the selected tickets as Not Checked in.
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The purchase of additional devices such as a scanning gun is not needed to manage ticket scanning within Ludus. Both the mobile app and check-in list can be used at no additional cost to your organization.
For high speed, high-quality scanning you see at major venues, we recommend Zebra scanners, specifically the Zebra TC21/TC26 models with Android built-in: https://posguys.com/mobile-computers_6/Zebra-TC21-TC26_3768 These are standalone and don't require separate devices — you will simply download the Ludus Box Office app to the Zebra scanner and enable "Zebra" mode when scanning.
For other scanners, Amazon sells quite a few. You'll want to ensure the scanner is Bluetooth enabled (since it needs to work with the app still downloaded on a mobile device), can read QR codes, and is camera-based so it can scan codes on digital screens. If the scanner has USB capabilities, you can also use our web-based scanning tool without the app, but will need a web browser open with the scanning tool pulled up. 
How to use Scanning Gun with mobile app
Pair the Scanning Gun with your mobile device using Bluetooth following the steps in the Scanning Gun's instruction manual.
Log in to the app and go to the scanning screen.
In the top right corner of the screen, tap on the Bluetooth icon.
If your Bluetooth scanner is paired successfully, you can begin scanning tickets.
How to use a web-based Scanning Tool in the admin panel
Plug the Scanning Gun into your laptop/Chromebook using USB (Bluetooth is also possible, but having a wired connection reduces room for issues).
Select the Options button next to your event time → click Scanning Tool in the dropdown.
Click Enable Scanning Tool > wait for the screen to say Ready to Scan.
Now you can start scanning your tickets into the system, which will pop up on the screen as "Checked-In" once scanned.
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FAQ's
Can I have multiple people signed into the same account to scan in?
Yes! You can create one Viewer account and have this one account signed in on multiple devices for the scanning of tickets. To add another user you will go to Settings→ Users → +User. Suggested Article: Add a User﻿﻿
Am I required to scan/verify tickets?
Scanning and verifying tickets within the Ludus system is not required. This is an optional tool for you and your program to use.
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