Scan App and Gate Control
Setting up and using ticket scanning and gate sales
Table of Contents
The agile scan App is not just the platform that will scan and validate your sold tickets but can also be a mobile sales solution and other exciting features. Use the instructions below to open a batch before proceeding to scanning.
Creating a Gate Control Batch is the first step to setting up scanning in Agile. Gate Control Batches record crucial data concerning how many people actually show up at your gates. This metric can help sponsors, board members, or other decision makers understand the impact of your event. There are three types of Gate Control Batches you can use, depending on what kind of internet connection you expect to have at your event and what you hope scanning will achieve. Some organizations sell or validate tickets in real time, and others save their scans to their devices and review their results after the event ends. Follow the steps below to learn how to set up a Gate Control Batch that is right for your organization.
Open Settings from the left menu bar then click Scanning in the General Settings section.
Use the buttons across the top to select the type of batch you want to create. For this example, we will be creating an event batch, so we will select New Event Batches.
When it comes to validating tickets you have three options and each comes with it's own specific benefits.
Live Validation - Allows scans to be recorded immediately in the software. You must be connected to the Internet to use this validation type. If you want to sell tickets off your scanner, your Batch must be set to Live Validation, and you must have tickets set up for an active Gate Control Scanned Entry Sales Channel.
On-Device Validation - Allows you to scan and validate tickets once you have downloaded your barcodes to the devices that will be scanning. For this procedure, you will need to be connected to the Internet. On your scanning device, once the event has been selected, you will be prompted to download your data. If you are not prompted, select Settings and then choose Download. The device will then let you know how many barcodes have been downloaded. Once the data is downloaded, the device will validate those specific barcodes as you scan. Any ticket sold after the download will work the same way as the On-Device Record validation type below. Once finished scanning, you will need to upload the barcodes back into Agile. You will need to connect to the Internet, go to your Settings, and select Upload. The barcode data will then be uploaded into Agile and you will be able to pull reports.
On-Device Record - Allows you to scan and track validation without having to connect to the Internet. The scans are stored on the individual device until you can have the scanner connected to the Internet. Once connected to the Internet, you will then be able to download all the scan data into Agile.
Use the Event Folder drop-down to select where your event is built.
Enable Rescan Prompt - This checkbox allows you to choose whether or not to readmit tickets that have already been scanned. If you want tickets that have already been scanned to be automatically denied, you can uncheck this box. When the Rescan Prompt is enabled, and a ticket is scanned a second time, the mobile scanner will flash yellow and prompt the user to admit or deny the ticket. When this box is not checked and a ticket is scanned a second time, the scanner will flash red and deny the ticket.
Enable Multi-Validation - This checkbox allows you to validate all the tickets in an order after scanning just one ticket. When Multi-Validation is enabled, and a ticket is scanned, the AgileTIX Scanning app will ask if you want to validate one, some, or all of the tickets on the order. Confirm how many members of the customer's party are present with them at the gate, and then select the appropriate option. Agile will automatically validate that number of tickets on the order. This option must be enabled in order to scan and validate tickets sold through Fandango.
There are pros and cons to enabling Multi-Validation. The primary benefit of Multi-Validation is that validating all the tickets on an order can help you quickly bust large ticket lines. The drawback of Multi-Validation is that if you accidentally validate tickets before their holders appear at your gates, then when they do appear their tickets will scan as invalid. Before you enable Multi-Validation, please be mindful of whether you have any sponsors or purchasers that might distribute mass quantities of tickets to second parties, as accidental validation of all their tickets at once could cause headaches for you and these patrons.
You should now be able to locate your event below in the events area. Choose it and click Add Batches, if you shift or control-click and select more than one event here, then a batch will be created for each event.
Back on the batches screen click the one you just created and use the Open Selected Batch button to open it for scanning. You will see the open batch time appear to indicate your are ready to scan this event.
Open your Local Org House icon then Gate Control folder and select Gate Control Batch icon.
Right-click in the Gate Control Batch area and select the type of batch you want to create. For this example, we will be creating an event batch, so we will select New Event Batches.
When it comes to validating tickets you have three options and each comes with it's own specific benefits.
Live Validation - Allows scans to be recorded immediately in the software. You must be connected to the Internet to use this validation type. If you want to sell tickets off your scanner, your Batch must be set to Live Validation, and you must have tickets set up for an active Gate Control Scanned Entry Sales Channel.
On-Device Validation - Allows you to scan and validate tickets once you have downloaded your barcodes to the devices that will be scanning. For this procedure, you will need to be connected to the Internet. On your scanning device, once the event has been selected, you will be prompted to download your data. If you are not prompted, select Settings and then choose Download. The device will then let you know how many barcodes have been downloaded. Once the data is downloaded, the device will validate those specific barcodes as you scan. Any ticket sold after the download will work the same way as the On-Device Record validation type below. Once finished scanning, you will need to upload the barcodes back into Agile. You will need to connect to the Internet, go to your Settings, and select Upload. The barcode data will then be uploaded into Agile and you will be able to pull reports.
On-Device Record - Allows you to scan and track validation without having to connect to the Internet. The scans are stored on the individual device until you can have the scanner connected to the Internet. Once connected to the Internet, you will then be able to download all the scan data into Agile.
Enable Rescan Prompt - This checkbox allows you to choose whether or not to readmit tickets that have already been scanned. If you want tickets that have already been scanned to be automatically denied, you can uncheck this box. When the Rescan Prompt is enabled, and a ticket is scanned a second time, the mobile scanner will flash yellow and prompt the user to admit or deny the ticket. When this box is not checked and a ticket is scanned a second time, the scanner will flash red and deny the ticket.
Enable Multi-Validation - This checkbox allows you to validate all the tickets in an order after scanning just one ticket. When Multi-Validation is enabled, and a ticket is scanned, the AgileTIX Scanning app will ask if you want to validate one, some, or all of the tickets on the order. Confirm how many members of the customer's party are present with them at the gate, and then select the appropriate option. Agile will automatically validate that number of tickets on the order. This option must be enabled in order to scan and validate tickets sold through Fandango.
There are pros and cons to enabling Multi-Validation. The primary benefit of Multi-Validation is that validating all the tickets on an order can help you quickly bust large ticket lines. The drawback of Multi-Validation is that if you accidentally validate tickets before their holders appear at your gates, then when they do appear their tickets will scan as invalid. Before you enable Multi-Validation, please be mindful of whether you have any sponsors or purchasers that might distribute mass quantities of tickets to second parties, as accidental validation of all their tickets at once could cause headaches for you and these patrons.
We will create a Live Validation batch for this example.
Open the Organization Tree in the top half of the screen and select the Sales Folder where your event is located. In the lower half of the screen, you will see a list of events in that folder. Select the event for which you'd like to create a batch. Then click on OK to save the event batch. If you shift or control-click and select more than one event here, then a batch will be created for each event.
To open the batch for scanning, first select Show All in the drop-down menu. This will let you view all batches in your domain regardless of their date or open/close status. (If Show All is not selected, it's likely you won't be able to view the batch(es) you've just created.)
Right-click the event batch and select Open.
This batch will now be available on mobile scanners and POS's for ticket validation.
The first and most basic function of the scan app is to scan and validate tickets. Visit the Apple App store and search for AgileTIX to install the application.
Select the AgileTIX icon on your device to launch and scan
Log in to the Application using your Agile Ticketing Solutions Username, Password, and Domain.
Agile also boosts an auto-login and configuration process for these scanners to streamline getting any number of them ready to go at once.
Advanced Login and Configuration tool
To access this advanced tool you will need to go to https://portal.agiletix.com/ScanConfig.htm
The first and most basic function of this tool is to make logging in fast and easy. Enter your login information in the provided fields, then click Generate Login Only at the bottom of the page to create the QR code.
To generate a QR code that also holds the settings for scanner setup along with the login use the Generate Login + Config button. This is best used for initial setup but is not needed for every login after that. Below is a description of what each box does once checked.
Enable Hardware Scanner - Enables the use of additional scanning hardware other than the phone itself.
Auto Next Scan (Camera) - Prepares the scanner for the next ticket as soon as it processes the last one.
Ignore Re-Scan - Removes the question that pops up when you rescan a ticket.
Enable Scan Sound - Enables the scanner to make a sound for positive scans and a separate sound for bad scans.
Show Scan Image -
Use Camera Flash - Enables the use of the flash for ticket scanning, this will impact battery life for longer events.
Backup Charge - Enables the use of backup batteries built into the scanner case when available.
Show Order Confirmation -
Next Scan Wait Time - Builds in a default wait time between scans using seconds.
Once you have clicked the generate button a QR code will appear at the bottom of this page, which houses the settings you have input above. Print this QR code before proceeding with the last step of the process.
You are now ready to log in using this QR code. Open the AgileTix scan app and use the camera icon to scan this code and log in.
Once logged in, you will see a list of scan batches. If the batch is already attached to a specific event, you will be presented with the scanning screen. If the batch you select is a "Daily Batch," you will be presented with a list of all Events/Showtimes that fall within the batch's range of days. In that case, you should either select the "All Events" option or one of the specific Events or Showtimes for scanning.
Batches and selling tickets
If you select the Daily Batch, and you wish to sell tickets instead of scanning them, you must select a specific show or event to be able to sell tickets. If you choose to scan against every event, then you will not be able to sell tickets.
To scan tickets, select the Press to Scan button.
- If you are using only an iPod, iPad or iPhone, the camera will open, and you will be able to scan any barcode or QR code on the tickets.
- If you are using a Linea Pro scan device, you will be able to use the scanner by pressing the "Press to Scan" button or the button on the right side of the device (You might have to press the button on the right of the device the first time to wake up the scanner before being able to scan).
Tickets that are valid will show a green "Tickets Valid" message on the device.
Tickets that are not valid will show you a red "Ticket Not Valid" message on the device.
If you are going to sell tickets through the device, select the SELL button at the lower-right corner of the screen. If the SELL button is not enabled, there might be additional setup to do in the Agile Ticketing Solutions administration system to enable device-based purchasing.
You will then see the event title at the top of the screen and the prices that are available to purchase for that event. (NOTE: At this time, selling tickets through a device is only available for General Admission events.)
Use the plus symbols to add the number of tickets of each type that the customer wishes to purchase. If necessary, use the minus symbols to remove tickets from this stage of the order.
You will see both the number of tickets you have chosen and the subtotal of the order at the bottom of the screen.
When you are ready to process the payment, select the Green Pay Button in the lower-right corner of the screen.
The device will then tell you when it is ready for you to swipe a card. To process credit card payments, either a Linea Pro or iMag II MSR device will be required. Swipe the card to process payment. Or, select "Cash" for a cash sale.
Once the payment has been processed, you will return to the main screen for sales.
If the customer would like a receipt, select the menu in the upper-right corner of the screen.
Select Recent Orders.
You will see the list of orders that you have completed. Select the @ symbol on the right side of the order information.
A pop-up field will open for you to enter the customer's email address.
Select OK. An email will be sent to the customer.
Membership Scan entry allows a membership or pass to function as a ticket. When set up a scanned pass will remove inventory from the show in question and without the need to print a separate ticket for each show. This can be set up in either the ATS App or Web Portal but the app makes it easier to spread settings to more shows once created.
Choose which platform you are using to proceed with setup
Start from Scanning in the Settings menu and select Membership entry for the daily or event batch.
This will display a list of all active scan entries and an Add button with a green plus. Use the add button to create a new scanned entry.
Membership is the membership program that will provide access to this event. Use the dropdown menu to select the option that applies here. Buyer Type will always be gate Control here so you will not need to change that field.
Inventory Group is where these tickets will be pulled from. This will commonly be set to open where tickets are sold from but can be hold or any other inventory pool as needed. Specify Tier can be set if only a single tier should be available but you can also choose (All) to have it work on any tier.
Specify Ticket Type is the ticket that will be pulled an counted against the inventory for this show. Click Save to save and close these settings.
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