Register and manage scanners

After you have created check-in doors, the next step is to register the scanner devices — phones, tablets, handheld scanners, or self-service kiosks — that staff will use to scan tickets at the doors. Each device is issued a short registration code and a one-time QR login code that expires.

All of this happens on the CMS at app.qrs.com.vn, in the Scanners tab of the event.

Note

A scanner is the physical device used to scan tickets. A staff member (the scanner operator) is the person who uses the scanning app — see the separate guide at Scanner staff login.

Overview of the scanner management screen

When you open the Scanners tab you see:

• Three stat boxes at the top: the number of active scanners, the total check-ins scanned so far, and the number of pending syncs (scans that have not yet uploaded, for example when the network dropped).
• A list of scanner cards — one per device — showing its name, health status, assigned door, check-in count, unique guest count, and registration code.
• Action buttons: Print QR codes, Export CSV, Bulk add, and Add scanner.

Register a new scanner

Registering a scanner tells the system that a device will be responsible for scanning tickets. Once registered, the system automatically generates a registration code and a QR login code for that device.

1. In the Scanners tab, choose Add scanner.
2. Fill in the scanner details:
   • Scanner name — we suggest naming by location or by staff member, for example “Main entrance — tablet 1”, “VIP kiosk”, “An’s handheld”. The name helps you tell devices apart in reports.
   • Device type — choose one of four types:
     • Phone / tablet — a standard mobile device.
     • Desktop — a fixed screen at a counter.
     • Handheld scanner — a small dedicated scanning device.
     • Self-service kiosk — a screen guests use to scan their own tickets; this type unlocks extra kiosk settings (see below).
   • Assigned door — pick the door this scanner will work at. You can leave it blank and assign later. If the door does not exist yet, you can create one right here using the link under the door selector (enter a name, location, and capacity, then choose Create door).
3. If you chose Kiosk, configure the display settings (see Kiosk configuration below).
4. Choose Register. The new scanner appears in the list as active.

Tip

Use a consistent naming convention for scanners (for example location — sequence number) so that post-event reports are easy to match back to each device.

Registration code and QR login card

When a scanner is registered, the system gives it two things that staff use to sign in to the scanning app:

• Registration code — a short 6-character code shown directly on the scanner card in the list. Staff can type this code on the login screen of the scanning app at portal.qrs.com.vn.
• QR login code — a one-time QR code containing an automatic login link. Staff simply scan this code with the scanning app (or open the link on the device itself) to go straight into the scanning session for that device, with no password to type.

The QR login code is valid for 4 hours from the moment it is created and can be used only once. You can refresh it to issue a new code at any time.

View and refresh the QR code for a scanner

Each active scanner card has a Show QR code button. It opens a large QR modal — big enough to scan from a phone across the room — showing the code and its remaining time. From the modal you can download a print-ready PNG (1024px, high error-correction level) to pin at a door, and when the code expires, choose Regenerate to issue a new one. You can also Copy link to send it to staff by message.

Print or download login cards

Choose Print QR codes to open a ready-to-print page containing a card for every active scanner in the event. Each card prints at 3.5 × 2 inches and includes: the QR code, the scanner name, the assigned door, the 6-character registration code, and a “Valid for 4 hours” line. The page is laid out two cards wide, ready to print, stick onto devices, or cut up and hand out to staff.

Tip

Print the cards during setup so you have a backup if the scanning app cannot open the link. Staff can always type the 6-character registration code by hand to sign in.

Assign a scanner to a door

Each scanner should be assigned to a specific door. The assignment tells the system:

• Which door the check-ins from this scanner count toward.
• How to break reports down by door and by device.
• Which door the staff member sees when they log in through that scanner’s QR code.

You can assign a door when you register the scanner, or edit it later (see below). If a scanner has no door assigned, the staff member who logs in will have to pick a door manually.

Tip

Door assignments land on a running scanner without a re-login. The device re-checks its assignment regularly while scanning, so assigning or reassigning a door from the CMS takes effect at the door within moments — no need to sign the device out and back in.

A door can have at most 50 scanners assigned. Door cards show each door’s scanner count (for example 12/50), and a door that is already full cannot be selected — free up a slot or assign the scanner to a different door.

Note

Doors and capacity are managed in the previous step — see Doors, capacity, and tier access. Make sure the doors exist before assigning them to scanners in bulk.

Edit a scanner

You can rename a scanner or change its assigned door at any time:

1. On the scanner card you want to edit, open the three-dot menu in the top-right corner.
2. Choose Edit.
3. Update the scanner name and/or the assigned door.
4. Choose Save.

Activate, deactivate, and shut down a scanner

Each scanner card has an on/off toggle. Turn a scanner off when:

• It will not be used during this shift.
• It is lost or broken and you want to lock it so no one can log in.
• The event is over and you are cleaning up the device list.

When you turn off a scanner that has pending syncs (scans recorded but not yet uploaded because of a network drop), the system shows a warning telling you how many scans are still pending and asks you to confirm. This prevents accidentally shutting a device down while data has not yet come through.

Caution

Turning a scanner off does not erase recorded check-ins. When it is turned back on, or when the network returns, the pending data continues to sync. Even so, only shut a scanner down after confirming the data is fully uploaded.

To turn a deactivated scanner back on, simply flip the toggle on its card — it is active again immediately and can be logged into.

Kiosk configuration

When you choose Self-service kiosk as the device type, an extra settings section appears so you can fine-tune the guest self-scan experience. These settings only appear for kiosks; they do not apply to phones or handheld scanners.

Setting	Meaning	Range
Success display time	How many seconds the screen holds the “allowed in” result before returning to the scan screen	1–30 seconds, default 3
Error display time	How many seconds the screen holds the “denied” result (wrong ticket, already used…) so the guest can read it	1–30 seconds, default 5
Idle timeout	How many minutes of inactivity before the kiosk resets to the waiting screen	1–120 minutes, default 10
Sound feedback	On/off beep when a scan succeeds or fails	On/off, default on
Input mode	Choose between camera (scan a QR code) or keyboard (type the ticket code by hand)	Camera default

Tip

For a noisy outdoor kiosk, increase the error display time to 6–8 seconds and keep sound on so guests can tell the result from a distance. For a quiet indoor lobby, 3–5 seconds is enough.

Note

For detailed guidance on running a kiosk during the event, see Kiosk mode.

Register many scanners at once

When you need to prepare several scanners (for example a large event with 5–10 devices across different doors), use Bulk add:

1. In the Scanners tab, choose Bulk add.
2. In the dialog that appears, paste a list of scanner names — one name per line. For example, paste four lines for four scanners: Main entrance — tablet 1, Main entrance — tablet 2, VIP — An’s device, Lobby B kiosk.
3. Choose Register N scanners to create them all at once. The system reports how many succeeded and how many failed (if any).

Note

Scanners created through bulk add default to the mobile device type and have no door assigned. After creating them, go back and edit each one to set its type, assign a door, and (if it is a kiosk) configure its display.

Scanner health status

Each scanner card carries a status badge that tells you how the device is reaching the system:

• Online (green dot) — the scanner is connected and working normally.
• Degraded (yellow dot) — the scanner’s connection is unstable; it may be slow or dropping the network intermittently.
• Offline (grey dot) — the scanner is turned off, or has not reported in for a while.

This status helps you keep an eye on things while the event is running. For deeper detail (last scan time, pending sync counts), see Scanner health.

Next steps

Once the scanners are registered, assigned to doors, and have their login cards printed, the next step is to walk staff through logging in and starting to scan.

Scanner staff loginHow staff use the QR code or registration code to enter the scanning app.

Doors, capacity, and tier accessGo back to the step of creating doors and assigning staff to each door.

Scan a guestHow staff scan the QR code on a guest's ticket and handle each result.

Kiosk modeRunning a self-service kiosk during the event.

Scanner staff loginNext step: hand out the QR cards and walk staff through logging in at the door.