Training and Familiarization

  • Staff Training: Ensure that all Event Staff Volunteers involved in ticket scanning are well-trained on the new feature and Coordinators are set up at least five hours before the event starts. Have them log in and find the Attendance Manager tile on the app. If they do not see it right away, they might have to log out/in. You can also send them this article: Scanning eTickets

  • Hands-on Practice: Provide opportunities for Event Staff to practice with the eTicket scanning software in a simulated environment before the event. Examples of practice opportunities would be a Board Meeting or a small event where you can practice eTickets.

    • For the actual event, you can also generate blank eTickets and update the Scan Days in your eTicket template to simulate scanning. See Generate eTickets and Create eTicket Templates. Take note, testing will show a successful scan as "Redeemed" in Manage > eTicket Orders, but it will not track attendance.

  • System Testing: Test the eTicket scanning feature thoroughly before the event. This includes testing the software, hardware (mobile devices), and connectivity (Wi-Fi, mobile data).

Communication with Attendees

  • Pre-Event Information: Inform attendees in advance about the eTicket system. Send clear instructions on how to access and use their eTickets, including how to display them on their devices or print them out.

  • Support Resources: Provide a help guide or FAQ on your website to assist attendees with common issues they might encounter with eTickets.

Communication with AJLI

  • Pre-Event Check-In: Communicate with AJLI to ensure everything is set up correctly. Ask for any last-minute advice or updates that might be relevant.

  • Post-Event Debrief: After the event, provide feedback to AJLI about your experience using the eTicket scanning feature to help them improve the product.

Event Venue Preparation

  • Site Survey: Conduct a site survey before the event to identify any potential dead zones or areas with weak signal strength. Address these issues by adjusting the network setup or relocating scanners.

  • Optimal Locations: Place eTicket scanning areas with the strongest and most reliable internet signal. Avoid placing them areas prone to poor connectivity, such as underground or remote locations.

  • Signal Boosters: Consider using Wi-Fi extenders or signal boosters to improve connectivity in challenging locations.

  • Charging Station: It is recommended that you bring portable device chargers. 

eTicket Preparation

  • Generate Blank Tickets: Event organizers may generate blank e-tickets as a contingency in case of technical issues. These can be quickly distributed if needed. When working with partners or vendors who require a ticket sample but don't need actual event details, blank e-tickets can serve as placeholders. See Generate eTickets

  • Storage: Make sure to store generated blank eTickets in an accessible area(s) for Staff usage. 


Reports to Print:

  • Before the event, there are some reports you can print ahead of time as backup from the Attendance Page > Reports in case there are any glitches with the app. They include the following:

    1. Event Reports > eTicket Order

    2. Event Reports > eTicket Orders with Detail

    3. Sign-in Sheet

  • In addition, if you want to purchase a $20 Scanner, here is the one that is recommend, which you can attach to your laptop: https://www.amazon.com/dp/B0B2HTNVT3?ref=ppx_yo2ov_dt_b_fed_asin_title&th=1