Access Control Basics 

1. You can define what time access control will become available before and after each booking.
   
2. Tickets can be scanned 60 minutes before your booking and until 60 minutes after the booking by default
   
3. This can be changed by navigating Ticketing >  Booking  > Select Booking
4. Change the "scan time" setting to any amount of time you require up to 600,000 minutes:

1. You can set the maximum number of times you allow each ticket to be scanned both in total or per day:
   
2. Navigate to Ticketing > Bookings > Select booking > Edit Times > set max scans setting for each ticket.
   
3. Tickets from certain sections can be assigned to certain entrances in your venue as follows:
4. GA entrances > edit booking > edit times > entrance menu > set entrance per section
   
5. Seated entrances > edit booking > edit times > seat-map > select seats > entrance button > set entrance
   
6. You can give each entrance a unique colour to help see the full picture at a glance.
   
7. Once done, check how everything looks by clicking Entrance > View Entrance Map: 
   
8. Next, you will need to generate and print out each entrance barcode you have just given to your sections. This is done by  navigating to Ticketing >  Bookings > Select booking > Times and Pricing > Print Entrance Barcode:
   
9. Make sure you use entrance barcodes to prevent non official users from using the Flowte Scanning App.
   

Entrance barcodes are to be printed out and handed over to the scanning operators as a safeguard in case of device related issues, in which case the scanning operator can rescan the entrance barcode and resume scanning tickets.

ACCEPT | If the screen turns green the ticket is valid It should be accepted
REJECT | If the screen turns red the ticket is invalid It should not be accepted

Step 11 | Optimising Queue Management Guide

You will need to decide on the best queue management system for your venue. A detailed guide can be found here:  https://help.flowte.com/portal/kb/articles/optimizing-queue-management

Exit Scans

1. Navigate to:  Ticketing > Access Control > Get App
2. Flowte allows for booking goers to re-enter an booking with the use of exits scans.  
3. After scanning a ticket for the first time, it will enter scan in mode.
   
4. The first exit scan performed to an already entered ticket will mark the ticket as scanned out.
   
5. Any subsequent exit scans to an already exited ticket will return an error and a red screen.  

How to scan tickets:

Benefits of exit scans  

Customer Satisfaction. Customers can now re-enter booking with no problems.  Efficiency. A simple ticket scan is all that is required to re-enter an booking.   Data Collection. Keep track of the number of people that entered, exited an booking.  Reporting. With the Flowte system you can create reports on the amount of times tickets were scanned, giving you a better understanding of your customers activities. 

Scanning Result Screens

SCAN RESULT	RESULT DISPLAY	DESCRIPTION
SUCCCESFUL SCAN		This is a valid QR code and the patron should be admitted
WRONG SCAN TIME		This ticket is for a different game or is scanned too early for entry to this game.
SCAN LIMIT REACHED		This ticket has been scanned more than the maximum number of times allowed
INVALID QR CODE		This ticket or barcode comes  from another system and was not issued from Flowte
NO GAMES FOUND		This QR code is for a contact or season card. The card is a valid card however there are no games taking place at this time that are valid.
BLANK WHITE SCREEN		The Flowte scanning app is completely disconnected from the internet.

Scanning Dashboards & Reports

Real Time Dashboards

Navigate to Analytics > Analytics. This allows you to quickly see a snapshot of activity in your organisation relating to ticket sales. It contains key components that will help you gain a more holistic understanding of your ticketing operations as follows:

Items Sold 

This chart shows you the number of tickets sold across all games / bookings over the past 7 days. This chart is helpful to identify peaks and troughs in activity. The chart refreshes in real time.  

 

Items Summary

This chart shows you the amount of tickets sold per game and the accepted and rejected ticket scans. 

Items by Source

This chart shows you the number of tickets split between internet order and back office orders. Increasing online orders online reduces overhead saves time.  

Total Revenue by Type

This chart shows tickets sold per offer type or promo code. This chart is helpful to identify which offers are effective and which ones are less popular.  

 

Items by Type

This chart shows you the number of tickets sold per ticket type. This chart is helpful to identify which ticket types are most popular.

 

Revenue by Type

This chart shows you your revenue by method of payment

Entrance Details / Booking Name

This chart shows you the number of tickets sold split out by game / booking. This chart is helpful to see which bookings are performing well and which ones may need some extra promotion or sales activity.  

 

The booking day "Live Scanning Dashboard"

Configuring bookings to show in the booking day "Live Scanning Dashboard"

Your booking will automatically become active and visible in the Live Scanning Dashboard once it arrives into the 'Scan Start' timeframe you have given it in your booking settings:

Once the Scan Start time is active, your booking will become visible in the Live Scanning Dashboard:

Live Scan Data

Navigate to Ticketing > Access Control > Live Scanning Dashboard. The top chart displays a snapshot of you scanning activity from the last one minute:

The charts below display overall scanning activity for today and accepted and rejected scans per minute:

The table below will display all bookings that currently have open scan windows:

Finally, the table below will display all rejected scans, the turnstile/scanner they got rejected by, and the timestamp of the rejected scan:

Scanning Reports

Navigate to Analytics > Detail Report 

This report allows you to generate a detailed report of those who scanned their tickets, those who didn't scan their tickets and also see the cause of any failed scans. Before you generate the report please select the following options: 

Enter the Transaction Date or Booking Time Date filter you require the report for. Filters > Select All > click confirm > Now click Update

When the results load click on the column visibility button > select "scans", "Entrance", "barcode" and "area" (you may need to uncheck some of the preselected columns to make room for these columns depending on your screen size! The output you see will be similar to that show in the image below

Exporting Barcodes

Navigate to Analytics > Detail Report 

This report allows you to generate a list of QR codes to export and print via an external printer or alternative barcode system. Once your list is on screen click the csv or excel button above the report to save the file.

This file can then be saved and sent to the appropriate third party. When printing the external barcodes the barcode number must be appended by the following url to convert it into a scannable QR code: You should replace where it says QR CODE with the number of your QR code in the report

https://www.flowte.me/system/scan.php?b=QRCODE

Audiences

With Flowte's audience builder you can create groups of contacts based on the criteria you choose (including their scanning results). You can forward emails automatically to group you choose. This gives you an easy way to contact your customers because you don't need to remember everyone's individual email address. 

Navigate to Fan Engagement> Audiences > Add Audience

Filters: 

You can filter your contacts using a wide range of filters to make your list as precise as possible.  

Transaction date. Filter using a specific transaction time.  

Booking Time. Choose contacts from a chosen booking time. 

Contact tags. Create an audience list using contact tags. 

Booking Tags. Create an audience list using contact tags. 

Exclude Lists. If you had created previous lists you can choose to exclude this lists. 

Products. Create audience lists using contacts that have bought a product. 

Tickets. Create audience lists using contacts that have bought a product. 

Ticket Tags. Create an audience list using tickets. 

Marketing. Select whether to include contacts that have opted in or out of marketing 

No. of Orders. If contacts have a made a certain amount of orders you can choose to add them int your list. 

Scanned. Choose if the contact should have scanned or not scanned their ticket

Date: Specify if the user should have a particular date field such eg their birthday to be included in the list

Show active inactive buttons: 

By using the "Show Inactive/Active button" You are able to create lists on active and inactive bookings and products.  

After you have set your criteria. Click generate audience. Flowte will tell you how many contacts were found using your criteria.  

 

Save your audience list by inputing the list name and clicking "Save Audience" . 

Create a Mailing and Postal Address  List

You also have the option to download the list as a CSV file. If you import the file as a csv, the file will also contain the address information for all of the contacts in your audience list

Scanning App Use Cases Flows

QR Codes Summary

- When assigning an Entrance to a number of seats (in a seated area) or to an entire Area (in a GA), That combination of the area/seat + Entrance creates a unique QR code that can be scanned to authenticate the scanning operator and download the tickets sold from seats assigned to that particular entrance.

- Each performance will now have a general QR code that the staff member can use to also authenticate and then download the tickets sold from unassigned areas.

Quick Note: From a design perspective, I’ve vertically centred the QR code.

Let's Start

Below are the scenarios possible and which tickets under each set of variables.

Scenario 1:

- We have a seated arena with 3 sections and 10 seats each.

The staff member takes the following actions:

- The staff member doesn’t assign any entrances to any seats.

Results:

That performance will now have 1 QR codes to use, called: 

1 - “Default Entrance” 

Let’s answer this question:

What tickets will be downloaded when scanning the “Default Entrance” QR code? 

- When scanning the “Default Entrance” QR code, All sold tickets will be downloaded, as the staff member has assigned no seats to any entrances.

Scenario 2:

- We have a Seated Arena with 4 sections and 40 Seats each.

The staff member takes the following actions:

- Takes 10 seats each from 4 of the 4 sections and assigns them to an entrance named “North Entrance”.

- Takes another 10 seats from each of the 4 sections and assigns them to another entrance named “West Entrance”.

- The staff member does not assign any entrances to the other 20 seats of the 4 sections.

Results:

That performance will now have 3 QR codes to use, called:

1 - “Default Entrance” QR code.

2 - “North Entrance” QR code.

3 - “West Entrance” QR code.

Let’s answer this question:

What tickets are to be downloaded when scanning each of the 3 QR codes?

- When scanning the “Default Entrance” QR code, all sold tickets from seats that are not assigned to the “North Entrance” nor assigned to “West Entrance” will be downloaded.

- When scanning “North Entrance” QR code, tickets from seats that were assigned to “West Entrance” and tickets from seats that were assigned to no entrances will be downloaded as those can enter from anywhere.

- When scanning "West Entrance" QR code, seats that were assigned to “West Entrance” and seats that were assigned to no entrances will be downloaded as those can enter from anywhere. 

Scenario 3:

- We have an booking linked to a GA venue with 3 sections named Area 1, Area 2, VIP and 100 seats each.

The staff member takes the following actions: 

- The staff member doesn’t assign any entrances to any seats.

Results:

Again: That performance will now have 1 QR codes to use, called: 

1 - “Default Entrance” QR code.

Let’s answer this question:

What tickets are to be downloaded when scanning the “General Entrance” QR code?

- When scanning the “General Entrance” QR code, any ticket sold from any of the three sections will be downloaded using the “General Entrance” QR code.

Scenario 4:

- We have another booking linked to a GA venue with 3 sections named Area 1, Area 2, VIP and each of those sections has 100 seats each.

The staff member takes the following actions: 

- The staff member assign an entrance named “Side Door” To Area 1.

- The staff member does not assign any of the other two sections (Area 2, VIP) to any entrances.

Results:

That performance will now have 2 QR codes to use, called:

1 - “General Entrance” QR code

2 - “Side Door” QR code

Let’s answer this question:

What tickets are to be downloaded when scanning each of the 2 QR codes?

- When scanning “Side Door” QR code; any tickets from seats sold from Area 1 will be downloaded alongside any tickets sold from Area 2 and VIP, because those are not assigned to any entrances and can therefore enter from anywhere.

- When scanning General Entrance; tickets sold from Area 2, and VIP will be downloaded but not tickets sold from Area 1 as those have been assigned a specific entrance (Side door Entrance) and out of the “General Entrance” pool.

Scenario 5:

- We have a similar booking linked to a GA venue with 3 sections named Area 1, Area 2, VIP and 100 seats each.

The staff member takes the following actions:

- The staff member assigns more than one entrance to Area 1, (2 in this case, entrances named: “Right Door”, and “Left Door”)

- The staff member assigns VIP Area to “Backdoor Entrance” and leaves Area 2 without any entrances.

Results:

That performance will now have 3 QR codes to use, called:

1 - “Right Door” QR code.

2 - “Left Door” QR code.

— Both assigned to Area 1

3 - “Backdoor” QR code.

— Assigned to VIP Area.

Let’s answer this question:

What tickets are to be downloaded when scanning each of the 2 QR codes?

- When the scanning operator assigned to the “Right door” entrance scans it’s QR code, they will get a list of tickets sold from Area 1 alongside tickets sold from Area 2 as those are not assigned to any entrance, but not tickets sold from VIP Area as those have been assigned an entrance.

- When the scanning operator assigned to the “Left door” entrance scans it’s QR code, they will also get a list of tickets sold from Area 1 alongside tickets sold from Area 2 as those are not assigned to any entrances, but not tickets sold from VIP Area as those have been assigned an entrance (“Backdoor Entrance”).

- When the scanning operator assigned to the “Backdoor Entrance” scans its QR code, he will get a list of tickets sold from VIP Area alongside tickets sold from Area 2 as that area hasn’t been assigned an entrance and ticket holders can enter from anywhere.