Scanner Overview & Settings

Overview

The Scanner is used across all Expian-operated sites to validate tickets, memberships, passes, and walk-ups quickly and accurately. It supports live scanning, manual lookups, and offline operation, ensuring consistent entry control even in low-connectivity environments.

This document explains how the scanner works, the system settings that govern scanning behaviour, and how operators and administrators configure locations, sub-locations, caching, and scanning rules.

It provides the foundation for all ticket redemption workflows, including admissions, events, Go City Passes, memberships, and walk-ups.

Why It Matters

The Scanner is the frontline tool for controlling visitor entry, capturing attendance, and maintaining data accuracy across Expian’s reporting ecosystem. Correct configuration ensures:

• Accurate attendance and redemption data
• Reduced scanning errors and faster entry throughput
• Correct validation of products allowed at each entry point
• Offline continuity, enabling uninterrupted operations
• Security against misuse, including anti-passback and re-entry protections
• Consistent reporting, compliant with operational, CRM, and finance standards

A clearly defined setup ensures operators scan correctly every time, and that the data passed to Reporting and CRM faithfully reflects real-world visitor activity.

Scanner Settings & Configuration

Settings are accessed via the menu in the top-left corner of the Scanner app.

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The following sections describe each configuration area.

1. Location & Sub-Location

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Callout:See Screenshot: Location & Sub-location

What this controls

The Scanner must be configured with both:

• Location: The venue where scanning is taking place (e.g., a specific palace or attraction)
• Sub-Location: The precise scanning point (e.g., Main Gate, West Entrance, Basement Exhibition)

Why it’s important

Each sub-location determines exactly what the scanner is allowed to validate, including:

• Admission tickets
• Event tickets
• Add-ons
• Memberships
• Third-party passes (e.g., Go City)
• Walk-ups

These rules are configured centrally in the Admin Portal. If a ticket or add-on isn’t permitted at a sub-location, operators will see messages such as 'Not Allowed to Scan in This Sub-location.'

Who can edit

Only POS users with administrator privileges can modify these settings.

2. Scanning Settings

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The Scanner includes several controls that affect speed, behaviour, and validation logic.

Fast Scanning

Uses locally cached booking data to validate tickets instead of calling the backend during every scan.

Benefits:

• Faster scanning
• Reduced network dependency
• Provides resilience in busy periods

Limitations:

• Recent booking changes (cancellations, amendments) may not be reflected until next sync
• Not suitable for high-risk, time-sensitive products
  

Ignore Time Slot Validity

Allows tickets outside their scheduled time window to be scanned successfully.

When to use:

• Large queues or operational delays
• Exceptional circumstances
• Events where precise slot control isn’t required

If disabled, operators may see messages such as 'Time in the past' or 'Time in the future.'

Re-entry & Anti-passback Controls

Two settings define how the Scanner handles re-scans:

1. Re-entry Interval (standard tickets)
2. Re-entry Interval for GoCity Passes

If a ticket is scanned too soon, the scanner will show:

'Anti-passback Violation.'

These settings prevent rapid repeated scans of the same ticket and support venues offering limited re-entry.

3. Caching Settings

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The Scanner periodically downloads and stores product and booking data to ensure quick validation and offline support.

What is cached?

• Product Information: titles, schedules, rules, pricing, add-ons
• Booking Data: bookings linked to the selected location

Default cache refresh rates

• Product cache: every 2 hours
• Booking cache: every 15 minutes (minimum allowed by Android)

Manual refresh

Operators can refresh bookings manually using the Refresh Bookings button on the Home screen.

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4. Connectivity & Offline Mode

The Scanner supports full offline functionality for both:

• Ticket redemption
• Membership & walk-up admissions

When offline:

• The scanner uses locally cached booking data
• Scans are stored locally
• Once back online, scans automatically sync

If a booking isn’t in the local cache, the scanner assumes it is valid and queues it for sync.

5. User Interface Overview

Key Buttons on the Home Screen

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• Redeem: Opens the camera to scan tickets and passes
• Search: Allows manual lookup or scanning of order references, membership IDs, and QR codes
• Add Walkups: Used to record un-ticketed admissions (membership or non-ticketed walk-ups)
  

Best Practices

• Always confirm location and sub-location at the beginning of each shift.
• Refresh booking data manually after long offline periods or before peak hours.
• Only enable ‘Ignore Time Slot Validity’ when operationally justified.
• Monitor for repeated 'Anti-passback' messages as they may indicate configuration issues or misuse.
• Use Fast Scanning sparingly when cancellations/changes are common.
• Avoid changing settings mid-operation unless instructed by supervisors.
• After reconnection, verify that offline scans have successfully synced.
  

Troubleshooting

Tickets showing as Invalid unexpectedly

• Check location and sub-location
• Verify caching has refreshed
• Confirm Fast Scanning isn’t masking recent amendments

Scanner shows Wrong Location or Wrong Sub-location

• Ensure device is set to the correct entry point
• Confirm operator profile has correct permissions

Frequent Anti-passback responses

• Check re-entry interval configuration in Settings

Offline Scan not syncing

• Confirm network availability
• Restart scanner app
• Tap Manual Refresh on booking data

Slow scanning or lag

• Ensure device storage isn’t full
• Refresh caches
• Disable Fast Scanning if network is stable

Feature Highlights

Summary

The Scanner is a core operational tool ensuring accurate, fast, and reliable guest entry at all Expian-supported venues. Its configuration, especially location, sub-location, scanning rules, and caching, directly affects ticket validation and reporting accuracy.

A well-configured scanner supports:

• Smooth visitor flow
• Reduced queue times
• Accurate attendance reporting
• Secure and compliant entry operations

This document forms the foundational reference for all scanning activities across admissions, events, memberships, and walk-ups.

Anti-passback & Re-entry Rules

Prevents misuse or duplicate entries.

Manual Refresh

Location & Sub-location Control

Caching System

Forces immediate syncing of bookings.

Protects revenue and maintains accurate attendance.

Time Validity Controls

Operates without a network connection.

Regularly syncs booking & product data.

Ensures latest changes are available on device.

Why It Matters

Offline Mode

Scanning logic changes by venue and gate.

Speeds up queues during busy periods.

Supports operational flexibility without losing data accuracy.

Description

Fast Scanning

Prevents invalid admissions and supports tailored workflows.

Feature

Reduces load on servers and speeds up scanning.

Ensures uninterrupted entry and data integrity.

Enforces or relaxes scheduled windows.

Validates via cached data.