The Eventix Onsite Manual

Jana Franck 25 March, 2024 - 6 min. read

If you’re reading this manual right now, it means you’ve received your Eventix suitcase with everything you need for a successful event.

Let’s get started!

Step 1: Delivery check

  1. First, check the quantities you ordered (scanners, cables, power bricks, Ankers, power banks).

  2. An Eventix case always contains two anker ports and half as many power banks as scanners!

  3. Please immediately contact the Eventix Onsite Team if anything is missing!

  4. Please contact the Eventix Onsite Team if you are experiencing any issues with scan devices (them being really slow, bugs, crashes, frozen screens, etc.).

Step 2: Start-up

Turn on the device

  1. Make sure to check the internet connection by checking the 4G and cellular indication in the upper right corner of the screen. This might take a minute.

  2. You can also connect the device to a local Wi-Fi network through the settings.

  3. To access the device settings, connect the password dots by making a "C" shape.

Open the Eventix scan application

  • The green application with the Eventix logo.

Log in the scanners to load your tickets

  1. Make sure you’re logged in on the Eventix Dashboard.

  2. Select the "Entrance management" tab.

  3. Click on "Scanner logins" in the Entrance management tab.

  4. Select the event for which you want to scan tickets for.

  5. Choose the right scanner login and load the database (login) on the device with the provided QR-code or credentials.

Step 3: Start scanning!

Zum Schluss Outdoor Scanning

The Eventix ticket scanner app gives you an real-time overview of how many tickets your team has scanned. With this overview, you keep track of how many visitors there are and how many more you can expect.

Don't worry! Our scanners continue working even in case your Wi-Fi malfunctions. Once the ticket scanner app (re)connects, it will automatically synchronise with the Dashboard.

Step 4: Done scanning tickets?

1. Sign-out

  1. Sign out the Eventix application.

  2. Turn off the device.

  3. Check if everything is there (devices, cables, power banks, Ankers, power bricks).

  4. Need to return the equipment by post? Then a return label is included in the suitcase. You will find further information on returns at the end of this manual.

Make sure to pack everything the same way as it was received. This way everything stays nice and safe!

Eventix tips for a smooth experience

1. Scanning tips

  • Give the phone some time to recalibrate. (Touch the screen to recalibrate.)

  • Ensure no flashy light is falling directly on the guest's screen. Otherwise, scanning is difficult due to reflection.

  • A brighter screen works better, but not too bright!

  • Ask your guests to hold their phones as still as possible.

  • Ask your guests to slightly zoom in on their QR code.

  • The right distance between the scanner and the QR code is about 15 centimetres.

2. Staff briefing

We recommend you brief your entrance management staff with the following:

  • Never leave your post without telling the designated entrance manager.

  • Raise your hand when something is wrong.

  • Always check your guest's ticket first before raising your hand. They might have shown a wrong ticket (e.g. to a different event, for a locker, previous edition, etc.).

  • Keep in mind that there is a possibility of scanners being assigned to specific entrances. Not every scanner can scan every ticket, so do not switch scanners with colleagues!

  • Do not sit/lounge in the entrance area.

  • Leave the scanner with the entrance manager if you need to go to the toilet.

3. Entrance Buddy

The Entrance Buddy is an online tool that may be used by entrance managers who are not authorised to log in to the Eventix Dashboard of the organisation. It is a slimmed-down version with only the relevant data for the entrance manager. When signed in, you can see real-time information about the ticket scans. It is also possible to look for guests' orders.

  1. The organiser can log in using their Eventix credentials and generate a special link.

  2. The entrance manager can use this link to access the Entrance Buddy during their shift.

4. Internet

All phones have a SIM-card providing internet, which we always check before the scanner leaves our office. If in a rare case the internet suddenly doesn’t work any more, you have three options:

  1. Inform the Eventix Onsite Team and tell them the device number (on the back, e.g. Eventix 215). The SIM might have been deactivated due to too much data usage for that month. It can then be reactivated, after which the phone can be turned off and on to reset.

  2. The mobile data symbol might have been turned off by someone, which you can fix by simply tapping on it again.

  3. When neither of the above fixes the issue, it’s best to connect to a Wi-Fi or hotspot from another phone. To get into the settings, enter the passcode "C" or "3214789" and connect to an available Wi-Fi network.

5. Scan notifications

  • Green screen = The guest may enter the event.

  • Red screen, Ticket already scanned x seconds/minutes/hours ago = A scanner already scanned the ticket. Ask if they have another ticket.

  • Red screen, Ticket already scanned x seconds/minutes/hours ago by this scanner = The ticket was already scanned by this scanner. What could have happened is that two scan actions were performed in a row without noticing the first green screen.

  • Red screen, Ticket invalid = The guest might be showing the wrong ticket or standing at the wrong entrance. Their ticket is in the database but can’t be scanned by this scanner.

  • Red screen, Ticket not found = The ticket can’t be found in the database.

  • Red screen, Ticket is swapped = The ticket has been sold on TicketSwap.

Zum Schluss Outdoor Scanning

Return of equipment

  1. Make sure to pack everything the same way as it was received. This way everything stays nice and safe!

  2. A return label and two tie wraps are included in the suitcase. Please stick the label on the suitcase and seal the case with the ties provided. Please let us know if anything is missing.

  3. We would like to point out that the case must be returned to a UPS point within two working days of the last day of the event.


Please do not hesitate to contact us if you have any trouble during the set-up or scanning of tickets!

Senior Onsite Operations Manager
Robbert Siereveld
+31 6 30 10 60 53

Onsite Operations Manager
Jaïro Scope
+31 6 29 00 15 54

+31(0)85 888 3007

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