Once ticketing has been configured, you can create Scanning Sessions to manage guest check-in and ticket validation using Qflow - Easol's ticket scanning and guest check-in application.

Scanning Sessions determine:

• Which tickets can be scanned
• When tickets can be scanned
• Which team members can access and scan tickets

Covered in this guide:

• Create Scanning Sessions
• Configure automated Session Rules
• Assign scanning permissions
• Manage ticket scanning in Qflow

Before Starting

Before creating Scanning Sessions, you'll need access to Qflow, Easol's ticket scanning and guest check-in application, available on iOS and Android.

Qflow is used to:

• Scan ticket QR codes
• Check guests into events
• Manage entry permissions
• View event attendance data

If you don't already have a Qflow account

1. Contact the Event Operations team at event-ops@easol.com.
2. Wait for your account to be created and verified.
3. Continue with the setup process once access has been confirmed.

If you already have a Qflow account

Contact the Event Operations team so your Easol events can be synced with your existing Qflow account.

Create a Scanning Session

Step 1: Open the Scanning tab

Within your Ticket Configuration:

1. Open the Scanning tab.
2. Click Create Sessions.

Step 2: Choose a session type

Before creating a Scanning Session, decide whether you want to create a single session or use an automated Session Rule.

Single Scanning Session

A Single Scanning Session creates one standalone session.

Best for:

• One-off events
• Single-day Experiences
• Individual check-in points

Session Rule

A Session Rule automatically generates and manages Scanning Sessions based on predefined criteria.

Best for:

• Recurring Experiences
• Multi-date events
• Ongoing operations
• Experiences with multiple daily start times

Step 3: Add session details

Enter the required session information.

Session Name

The name that will appear in Easol and Qflow.

Session Naming Prefix

A prefix used when generating multiple sessions automatically through Session Rules.

Naming recommendations

Use clear and descriptive names so sessions are easy to identify.

Examples:

• Summer Festival – Main Entry
• Rooftop Fridays – VIP Access
• Festival Camping Check-In

Step 4: Select ticketed Experiences

Choose which Experiences should be included within the Scanning Session.

Only Experiences with ticketing enabled and configured for dispatch will appear in this list.

Tip
Review your Ticket Configuration first if an Experience does not appear as expected.

Step 5: Configure Experience date parameters

Select the date range that should be included within the Scanning Session.

Important
The start date and time should match the earliest date guests are allowed to scan tickets.

For full-day date ranges, we recommend setting the start time to:

00:00:00

This ensures all valid tickets can be scanned throughout the selected period.

Step 6: Configure scan screen fields (Optional)

You can choose which information appears during guest check-in.

Available fields include:

• Guest Name
• Booking Reference
• Experience Start Time

Additional information

Selected fields are also added to Guest Notes within Qflow after check-in, making them available for reporting and operational use.

Step 7: Configure scanning rules

By default, Qflow only accepts ticket scans during the booked Experience date and time.

Optional: Allow early entry

You can add a grace period to allow guests to enter before their scheduled start time.

Example:

• Allow entry 10 minutes before the booked start time

This can help reduce:

• Queueing
• Congestion at entry points
• Issues caused by early arrivals

Step 8: Assigning scanning team members

Select which users should have access to the Scanning Session.

Permissions can be used to:

• Allow scanning across multiple devices
• Control access to booking information
• Restrict visibility of reporting data
• Limit access to booking totals and operational metrics

This helps ensure team members only see the information relevant to their role.

Step 9: Save and sync your session

Click Save to create the Scanning Session.

Once saved:

• The session appears within the Easol Dashboard
• The session automatically syncs to Qflow
• Assigned team members gain access based on their permissions

Create Automated Session Rules

Session Rules automatically create and organise Scanning Sessions without requiring manual setup for every event.

This is particularly useful for recurring Experiences and large-scale operations.

Group by Day

This rule groups all Experiences taking place on the same day into a single Scanning Session.

Best for

• Location-based entertainment venues
• Daily operations
• Festivals with a single daily entry point

Example

All Experiences taking place on Saturday are grouped into one Scanning Session.

Group by Experience Start Time

This rule groups Experiences based on their individual start times.

Best for

• Timed-entry attractions
• Multi-session Experiences
• Experiences running several times throughout the day

Example

Separate sessions are automatically created for:

• 2:00 PM session
• 5:00 PM session
• 8:00 PM session

This allows entry teams to manage attendance independently for each time slot.

Using Scanning Sessions in Qflow

Once your Scanning Sessions have been created and synced:

1. Log in to Qflow.
2. Open the relevant Scanning Session.
3. Scan guest tickets on arrival.

Qflow automatically validates ticket QR codes and checks guests into the event.

Need help?

If you need assistance with ticketing, Scanning Sessions, or Qflow setup, contact event-ops@easol.com.

You can also find additional event operations and ticketing guidance within the Easol Help Centre.