How to scan tickets at an event: apps, scanners and gates
A ticket scanner decides in seconds whether someone gets in. This guide compares phone apps, handheld scanners and gates, explains why a ticket is valid only once and what stops copies and screenshots, and takes you through five steps to your first scan.
To scan tickets at an event, you read the QR code or barcode with a ticket scanner and check it against your ticket or guest list: does the code exist, is it unused, does it match the ticket type and the area? Most events use a scanner app on a phone or tablet; handheld scanners and gates are the alternatives. Because the first scan marks the code as used, a copy or screenshot gets no one else in. With AirLST, the ticket scanner is the check-in app for iOS and Android.
What a ticket scanner checks
01Read the codeQR code or barcode from a printout, a screen or the wallet.
02Find the codeDoes the code belong to a ticket for this event? Unknown codes are rejected.
03Check the statusIs the ticket still unused? A second scan of the same code stands out.
04Check type and areaRight ticket category, right area, valid today?
- 05Void the ticket
The code is marked as used, with time and station.
A scanner that only reads the code cannot do steps two to five: it shows what the code contains but cannot tell whether the ticket is genuine or already used. What matters is not the device but the list behind it.
App, handheld scanner or gate
| Type | How it scans | Best for |
|---|---|---|
| Phone or tablet app | Device camera, checked against the list through the app | most events; every device with the app is a scanner, easy to add more |
| Handheld scanner | Dedicated device with a scan button, built for many scans in a row | high-volume lanes, stadiums, trade shows |
| Counter scanner | Attendee holds the ticket under the scanner | accreditation with badge printing, reception desks |
| Turnstile or smart gate | The scan opens the gate, permissions are checked | large events, plant sites, unstaffed areas |
For corporate events, conferences and most ticketed events, an app on phones or tablets is enough: more stations just means more devices, all on the same list. Gates pay off for large crowds or when areas should be controlled without staff; AirLST connects Axess smart gates for that (see event access control).
How to scan tickets in five steps
- 01Issue tickets with a unique code
One code per person, as a PDF or in the wallet, from the same list you scan against.
- 02Set up the scanner
Install the app, sign in, choose the event, give every station a name.
03Set rolesWho may scan, who may add walk-ins, what a station can see.
- 04Test scan and offline test
Scan a real ticket once, check the second scan, turn off Wi-Fi and keep scanning.
05Open the doorsStaff the stations, route special cases to a separate desk, keep an eye on the counter.
Valid once and tamper-proof: what stops copies and screenshots
A QR code is just an image, and images can be copied as a screenshot, a photo or a forwarded email. A ticket becomes tamper-proof not through the code but through the check at the scan. Four rules make the difference:
- One code per person: every ticket carries a unique code, including group bookings. With one code for several people, the entrance cannot tell who is already inside.
- Valid once: the first scan voids the ticket. If the same copy shows up again, the scanner detects it. In the AirLST check-in app, the second scan shows when and at which station the first one happened.
- Every entrance on one list: when all entrances check against the same live list, switching to another door does not help. A station that is offline only learns about other stations' scans after the sync, so keep stations online for events with a high risk of copied tickets.
- Names on tickets: named tickets can be matched against an ID at the door. That takes time but pays off for sought-after allocations, VIP areas and hospitality tickets.
How the ticket itself is created, what the code contains and why it carries no personal data is covered in the guide to QR code tickets.
Common ticket scanning issues
| Issue | Cause | Fix |
|---|---|---|
| Code does not read | Screen too dim, glare, damaged printout | Ask for more brightness, change the angle, use name search as a fallback |
| Scans are slow | Weak network, old devices | Offline mode, test devices beforehand, spare devices |
| "Already checked in" | Ticket shared, copied or already scanned at another station | Check time and station of the first scan, send the case to the special-case desk |
| Unknown code | Ticket for another event or date | Check the event in the app, resolve at the special-case desk |
| Line at the door | Too few stations for the arrival window | Size stations by attendee count, see the next section |
How many ticket scanners you need
The number of scanners follows from attendee count, arrival window and the time per scan: stations = attendees × arrival factor × seconds per attendee ÷ (arrival window in minutes × 60), rounded up, plus one station for special cases. The check-in station calculator works it out with your numbers; methods and staffing at the door are covered in the guide to the event check-in process.
Checklist: scanning tickets
Ticket scanner and guest list in one.
The AirLST check-in app is the ticket scanner for iOS and Android: it checks every code against the guest list, voids it at the first scan and shows the attendee behind it.
- QR verification online and offline
- A code is valid once; the second scan shows time and station
- Every station on the same list
- Badge printing at check-in
Ticket scanning FAQ
Can you scan tickets with a phone?
Yes. A ticket scanner app uses the camera of an iPhone, iPad or Android device and reads QR codes from a printout, a PDF on screen or the wallet. You do not need a dedicated scanner. With AirLST, that is the check-in app.
Is a ticket invalid after it is scanned?
With a list-based ticketing system, yes: the first scan marks the code as used and a second scan of the same code is detected. In the AirLST check-in app, it shows when and at which station the first scan happened and does not check the attendee in again.
Can QR code tickets be faked?
The QR code itself can be copied. Entry becomes tamper-proof because every code is unique, checked against the list and voided at the first scan. A copy only gets in if it is scanned before the original, which is then rejected, and the case is on record. More in the guide to QR code tickets.
Is there a free ticket scanner app?
Free QR reader apps show what is in a code, but they cannot tell whether a ticket was already used; that needs a connection to your ticket list. You can try AirLST free for 30 days with up to 50 guests, including the check-in app.
Does a ticket scanner work without internet?
It depends on the system. The AirLST check-in app verifies QR codes online and offline and syncs check-ins once the connection is back. While offline, a station only learns about other stations' scans after the sync.