Get your team scanning

Several phones can scan the same event at the same time. Each phone must be signed in to SweeScan with a Sweescape account that has access to the event: yours, or a collaborator’s.

Give each steward access

The recommended approach is to add your door stewards as collaborators on the event. They sign in with their own account, without knowing your password.

The steward creates a Sweescape account on the dashboard and activates it with the link received by email: see Create your account. Without an active account, adding them fails with “User does not exist!” or “User is inactive!”.
Open your event, Settings tab, Event Collaborators card. Type the email of their account in the “Mail address of your collaborator” field and confirm with the Enter key.
The steward signs in to SweeScan with their email and password. The event appears in their list. If they were already signed in, they pull the list down to refresh it.

Adding collaborators requires the Advanced Plan or the Agency Plan. The number of collaborators is counted event by event: 1 per event with the Advanced Plan, 5 per event with the Agency Plan. Details in Work as a team on an event.

One account on several phones

One account can be signed in to SweeScan on several phones at once. If your plan limits the number of collaborators, you can for example create an account dedicated to the entrance, add it as a collaborator, and sign it in on every door phone. On each event, this account takes a single spot, however many phones are signed in with it.

Avoid handing out your main account’s password: it gives access to all your events, your payments and your settings.

Organize the entrances

Several lines in parallel: every phone checks with Sweescape live. A ticket validated on one phone is rejected everywhere else with Already Used: nobody can get in twice with the same ticket.
One line per ticket type: on the VIP entrance phone, choose the “VIP” ticket; the other phones stay on All Tickets. See Choose the tickets to check.
A desk for special cases: send Already Used or Invalid Ticket tickets, and people without a ticket, to a manager with the dashboard open. They can search for the attendee, resend the invitation or mark them present with Check In.

Prepare for the day

Install SweeScan in advance on each phone. On Android, allow time to authorize the file installation: see Install the SweeScan app.
Open SweeScan on each phone shortly before opening. A sign-in lasts 24 hours, and the app extends it on its own when it opens with less than 12 hours left. If the “Session ending soon” alert appears, tap Log in again and sign in again before the public arrives. See Stay signed in.
Allow the camera in SweeScan before the public arrives, so you do not do it in front of the queue.
Test the network at the exact spot of the entrance. SweeScan does not work offline. Cellars, basements and crowds often saturate mobile data: plan a Wi-Fi network reserved for the team, or phones on two different carriers.
Charge the phones and bring power banks. The camera stays on during the whole check, which drains the battery faster.
Run a test scan: add yourself as an attendee, send yourself the invitation and scan it. Then cancel your presence with Check Out in the menu of your row, or delete this test attendee.

During the check

Ask attendees to turn up the brightness of their screen: a QR code on a dim screen is hard to read. In a very dark venue, light up printed tickets with a lamp.
Keep the QR code inside the frame until you tap Tap to Validate.
A crumpled printed ticket, or one folded across the QR code, may not scan: have the sheet unfolded or ask for the phone version.
If “Checking validity…” lasts, check the phone’s connection before trying again.