Scanning and Managing Event Attendance

You can scan a members barcode when logged in to the mobile app as an administrator and produce scan reports

• General Scanning Members' Barcode

• Scan Report

• Event Attendance Scanning

  • Registration Event: Registrant (member/non-member) has enrolled for the Non-ticketed/Registration Event. 

  • Registration Event: Member Did not Register for the Non-ticketed/Registration Event. 

  • Ticketed Event: Registrant (member/non-member) has enrolled for Ticketed Event. 

  • Ticketed Event: Member Did not Register for Ticketed Event. 

  • Rescanning of Barcode. 

• Event Roles and Permission for Event Scanning

• Dedicated Scanning App

You can scan a member's barcode when logged into the mobile app as an administrator. This will then produce a scan report which will be available in the website membership admin area. If the scan is related to an event, then it will mark the member as attended.

General Scanning Members' Barcode

Member Jungle offers two types of scanning options:

1. General Scanning – Used for tracking when someone enters a venue.
2. Event Scanning – Specifically for tracking attendance at an event.

To scan a member's barcode, you must be logged into the app as a Membership Administrator.

Tap this icon    which is displayed in the bottom left corner of the screen (first/left image).

The camera will activate, allowing you to hover your phone over the registrant's barcode.

• Upon successfully scanning the barcode, a "Scanned Successfully" message will appear on the screen (centre image).
• If a member's mobile number is not available in the system, you will be prompted to add it when scanning their member card( last/right image).

Scan Report

When you have scanned your members' barcodes, you will be able to view a report in the members administration area. 

To find this, login to your website as a membership administrator and select reports from the left navigation. You will see the option of Scan Report. 

This report will detail the date and time of the scan, the members name, the additional information that you may have added at the point of scanning, and also the name of the person that scanned the member in. 

You can filter this report by dates, keywords and using the quick links provided. 

Like the other membership reports, the scan report can be exported to CSV.

 

Scanning Event Attendees - Event Attendance & Registration

The second type of scanning available in Member Jungle is event attendance and registration, which helps you monitor and keep track of who has attended your events. When someone arrives you can scan their member's card to mark off their attendance at an event or their barcode. This functionality is available to Event Coordinators, Site Administrators, and Event Administrators, and Dedicated Scanners.

To do this, select the relevant event on the mobile app. Hit the scan icon  in the bottom left of the screen to open the scanner. You can then scan the barcodes of the members.

Registrant has enrolled for the Non-ticketed/Registration Event

Website: Registration list after Scanning

You have the option to update the number of registrations by clicking the pen icon.

Member Did not Register for the Non-ticketed/Registration Event

When scanning the barcode of a member who hasn't registered for the event, a pop-up message will appear on the screen. The pop-up screen will offer an option to register the member for the event and choose the number of attendees.

Registrant has enrolled for Ticketed Event

When scanning the barcode of a member or a non-member who has purchased a ticket (regardless of whether it is free or paid), the corresponding screens will be displayed as shown below. If the registrant has not provided a mobile number, the system will prompt you to input one.

In the right image, the Registered Attendees and Actual Attendees are shown as the same. The Registered Attendees indicate the number of people originally registered for the event.

Website: Registration List After Scanning

Please note that you can only update the number of 'actual attendees' on the app.

Member Did not Register for Ticketed Event

When scanning the barcode of an attendee who has not registered or purchased a ticket, the following pop-up screen will appear. Please note that there is no option to register the member for the event directly through scanning. Members must purchase tickets via the app or website, or administrators will manually enrol members in the event. Registering & Purchasing Event Tickets As an Administrator

Rescanning of Barcode

Members that are successfully scanned in, will be marked as attended in the event reporting. Please see more details here: Event Reports and Dashboard

Dedicated Scanning App

We also offer a Dedicated Scanner which is available at an additional monthly fee. This enables the mobile app to be logged in as a scanner only and disables all other functionality of the app.

This option is excellent if you wish to leave your mobile device unattended and set up for your members to "self-serve", or if it is to be operated by a non-administrator. Raise a support ticket if you would like to discuss adding the dedicated scanner to your package.

**NOTE** The scan ability is not available in all of our packages. If you would like to check your package or request an upgrade to have this ability, please raise a support ticket.

Return to Events Main Help Document.