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How to Use Scan

Scan anything from vouchers, city passes to tickets using the Scan tab of the Ventrata terminal app.

📗 TIP

For reseller vouchers, you can also use the Reseller Voucher flow.

📗 TIP

If you need guidance on how to activate and log into your device, read our article on How to Activate a Terminal.

Prerequisites:

Scan operates in two modes on the terminal app itself:

and behaves differently again on a device activated in Scan Only mode. What each scan does (redeem voucher, scan for entry, check in, prompt a waiver) is controlled by the 'Allowed Next Actions' location setting.

Configure Allowed Next Actions

'Allowed Next Actions' is a Location-level setting that determines which action the terminal is permitted to take when a ticket is scanned.

  1. In the Ventrata Dashboard, go to Ticket Terminals > Locations.

    Locations

  2. Select an existing location or create a new one.

  3. Under 'Allowed Next Actions', enable the action this location should be allowed to perform on scan:

    • Collect Balance - collect the outstanding amount

    • Complete Waiver - have customers sign required waivers associated with the product

    • Approve Challenge - verify that customers fulfill specific conditions before redeeming their tickets

    • Check In - check in arrivals before ticket redemption, as part of a two-stage redemption flow - customers are marked checked in on arrival and redeemed separately later.

      📒 NOTE

      The 'Check In' next action only applies to products with 'Checkin Required' enabled in the Ticketing & Redemption section of the product detail. See How to Use Two-Stage Redemption.

      📒 NOTE

      Currently only in development for Terminal.

    • Redeem - redeem the scanned ticket

    • Scan - validate tickets but not redeem

      📗 TIP

      Use the 'Scan' next action when you want to check tickets at more than one checkpoint (for example, gate, then dock) and redeem only at the final one.

    • Nothing - no action is performed

    Allowed Next Actions

  4. Choose which products the location can access and thus apply the selected next actions.

    Allow Products

    📒 NOTE

    You can limit your selection by categories, options, promotions, items, or resellers using the allow/disallow fields. See How to the Use Allow/Disallow Settings.

  5. Press the Update Location button.

    Update Location

Standard Scan

Standard scan opens the ticket's details after every scan and lets the seller choose what to do next — it never acts automatically.

📗 TIP

Learn how to use scan in offline mode.

  1. In the Ventrata terminal app, go to the Scan tab.

    Scan

    📒 NOTE

    Make sure that the icon in the top right corner of the page shows three lines with checkmarks .

  2. Scan a ticket.

    Scanned Ticket


    The details of the scanned ticket are displayed on the screen. There is a number of things you can do with the ticket:
    ​

    • Label - add or change existing labels assigned to the booking

    • Reschedule - press the pen icon, select a new date and time (if applicable) and press the Reschedule button at the bottom of the page

    • Rebook - when enabled, you can change the number of tickets in the booking, the date and time of the tour

    • Add customer information - in the Customer section, press the pen icon, enter the customer's information and press the Continue button

    • Go to booking - in the Booking section, press the booking reference number in red and review the booking details.

      📗 TIP

      Bookings may contain multiple tickets the details of which you can view upon pressing the ticket tab.

  3. Press the three-dot menu in the bottom left corner of the page to select an action to perform on the ticket / booking.

    Select Action
    ​

    Depending on how your products are set up, different products may allow different actions. Below are some of the actions you may perform on a scanned ticket / booking.
    ​

    • Select Tickets - individually manage tickets from group bookings

      Select Tickets

    • Add Extra - select a service or object which is part of the tour or attraction (for example, a mug with a picture of the customer at the attraction)

      Add Extra

    • Redeliver Tickets - select one of the available delivery methods

      Redeliver Tickets

    • No Show - select if a customer has not shown up for the tour​

      📒 NOTE

      This action can only be applied for tickets that have not yet been scanned for entry.

    • Cancel and Refund - when enabled, cancel and refund bookings from the terminal app

    • Combinations (Cross-sell) - add new products to the booking
      ​

      Combination Product

    • Comparisons (Up-sell) - upgrade the original order
      ​

      Comparison Product

    • Add Comment - add a comment or attachment to the booking

    • Print Order Receipt - print the order receipt of a booking made on a kiosk

  4. Additional steps, like selecting a delivery method for redelivery or payment method for a selected extra may be requested depending on product setup.

  5. Depending on what next actions are allowed at the location, press the primary button at the bottom of the page to process the ticket / booking.

    • Complete Waivers - complete waivers associated with the booking, for each customer separately or in bulk, accessible from the booking detail

      Complete Waivers

    • Approve Challenge - approve customer entrance if they fulfill the entry conditions (for example, age restrictions, accessibility)

      Approve Challenge

    • Collect Balance - collect the amount due for the booking after scan

      Collect Balance

    • Redeem Voucher - redeem tickets before allowing entry
      ​

      Redeem Voucher

    • Scan Entry - allow customers entry through scan redemption
      ​

      Scan Entry

Quick Scan

Quick scan skips the manual review step. It tries to complete the ticket's next action automatically, so staff can scan large groups quickly, for example, boarding a hop-on-hop-off bus, without tapping through a screen for each customer. The seller sees a running list of scanned tickets with an indicator for whether each was scanned offline (one tick) or has synced (two ticks).

📒 NOTE

Quick scan supports only the following next actions:

  • Complete Waivers

  • Approve Challenge

  • Redeem

  • Scan Entry

These actions still require assistance by the seller. A still different set of actions is allowed with unattended scan-only terminals.

  1. On the Scan tab in Standard Scan mode, press the three-lined button with checkmarks in the top right corner of the page. Conversely, return to Standard Scan mode by pressing the QR code icon in the top right corner of the page.

    Scan

  2. Scan a ticket.

    Depending on the product's configuration, you can

    • Complete Waiver - complete waivers associated with the booking, for each customer separately or in bulk, accessible from the booking detail

    Complete Waiver

    • Approve Challenge - approve customer entrance if they fulfill the entry conditions (for example, age restrictions, accessibility)

    Approve Challenge

    • Redeem - automatically redeem scanned tickets

      Redeem

    • Scan Entry - allow customers entry through scan redemption
      ​

    Scan Entry

  3. Scanned tickets in Quick Scan mode appear in a list. If you press the ticket's number, you can see the same details as during normal scan mode.

    Ticket Detail
    ​

  4. The ticket is redeemed or scanned for entry automatically.
    When a ticket cannot be redeemed or scanned, an error message explaining the reason will appear onscreen.

    Membership not valid here

    Ticket already redeemed

    Not redeemable here
    ​

    📒 NOTE

    If the allowed next actions configuration is incorrect, the appropriate message is displayed on the terminal display.

    Complete Waivers Not Allowed

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