You can use the Humanitix for Hosts app to easily and quickly check-in your guests on the day. This is a free-to-use app that can be downloaded onto any iOS or Android smartphone or tablet. Check-in guests by utilising the devices camera to scan the QR code on each digital ticket or manually searching their name or order details.
Download the Humanitix for hosts app via the iOS Apple store (iphone) or the Google play store (Android)
Read on for some quick tips on how you can help streamline your team operations and scanning on-the-day while utilising the Humanitix for Hosts app.
Download and test the app before the event
Don’t wait until the day of the event. Take some time to test your set-up before the event, giving you time to troubleshoot any problems (you can always reach out - we’re here to help).
Download and open the app on each device you intend to use (if possible)
Login to your Humanitix account
Ensure you can find and open your event(s) and all attendee data
Practice scanning a ticket.
Practice scanning a ticket
You can generate a new manual order to create a comp ‘test’ ticket under your name and email address.
Note: If you scan a real ticket, you can use the app to “uncheck” the ticket.
Contact the Humanitix support team if you notice any errors or missing event data.
Train your team on using the app and common scenarios
Ensure your entire team is aware on how to use the app - a 2 min demonstration before your event can help prevent long lines arising from confusion.
Additionally ensure your team knows how to handle common ticket scanning scenarios such as:
Lost tickets or confirmation emails - You can search for their tickets manually via their name
Cancelled tickets
Invalid tickets for that event or event date
Tickets that have already been checked-in
Fake or suspicious tickets
Share important venue and event information with your attendees ahead of the event
Ensure attendees are aware of any important arrival or venue information, required procedures or equipment while ensuring they have their ticket details ready-to-go.
Try sending out an email campaign in addition to any posts on your social media to include details such as:
Venue or site map including key direction, main entry and exit points and travel options
Answers to FAQ to cut down on Send an FAQ in the email leading up to the event. Have a copy on the event website, socials, and even hang it up near the main entry as people arrive.
Make your arrival and event times clear: Inform your attendees of door entry, bar opening, or set times. This will help stagger arrivals as well as avoid panic from those waiting to get in.
Keep in touch: Send attendees email campaigns or reach out via social media to inform or remind them of important event info and rules.
Resend digital tickets to all attendees
Use the @ViewTickets shortcut in your email campaign message to give attendees a unique link to their digital tickets and help avoid lost tickets and missing confirmation emails at the gate.
Structure your entry and team roles
Appoint a first point of contact / traffic manager
The role of this person should be to manage the flow of attendees across your entry points, distribute flow of people across queues, answer simple questions and prompt attendees to get their digital or printed tickets ready.
Dedicated ticket scanners and points of escalation
If possible, ensure you have dedicated staff to focus on scanning tickets and keeping the flow of attendees into the venue steady. They should know who and when to escalate any questions or scenarios to another team member or box office area so as not to prevent backlogs.
"Conveyer belt" for bag checks, security, wristbands, check-ins etc
If possible, consider structuring your event entry and your team roles so that attendees can move through each stage smoothly as possible, for example having a clear progression from bag checks > tickets being scanned > wristbands applied > providing event information. Team members should be aware of their roles and responsibilities for each stage.
Dedicated queues for pre-sale and on-the-day sales
Take the pressure off the box office and reward those who have pre-purchased by giving them priority access.
Consider even providing a QR code that links to your event page so attendees can quickly purchase tickets online before entering your event/venue. This will reduce cash on-premise and encourage everyone to book ahead next time!
Prepare your event equipment
Number of devices: Think about how many scanning devices and entry points you’ll need to get ready to ensure a quick process
Consider investing in devices if you’ll be running multiple events throughout the year. There are many low-cost iPhone and Android devices out there that are all compatible with the Humanitix for Hosts app. You may not always want to rely on your staff or volunteers' devices.
Battery packs: If you expect a long entry period, have some battery packs on hand so that the team can keep scanning without having to rotate devices too frequently.
Wifi/data: Does your venue or location have data availability? Is it strong? Plan ahead to see whether a Wi-Fi hotspot is needed. The Humanitix for Hosts app is designed ,also to work offline but you will need to open the event on the app before leaving the data range to download the attendee list locally to your device(s).