Track who showed up, who didn't, and how your scans are performing, so you can manage your gates and sessions with confidence. This dashboard brings together attendance (how many valid tickets were scanned) and scans (the detail of every scan at your venue).
Who this is for
Primary: On-site operations and venue managers running gates and sessions.
Secondary: Anyone investigating no-shows, expected attendance or failed scans.
When to use it
Manage your gates and sessions by seeing who showed up, who did not, and how scanning is performing, and catch gate issues quickly through failed scans.
Why use this dashboard
When you need to know your real attendance versus no-shows, how many people are expected at each session, and whether your scanners are working, this dashboard puts attendance, expected attendance and scan detail in one place.
Access and default filters
How to access: app.smeetz.com > Analytics > Dashboards > Attendance & Scans
Default date range: the last 30 days.
Multi-venue: if you manage more than one venue, the dashboard automatically shows only the venues you have access to. There is no venue filter to set.
How current the data is: the dashboard shows a Last data refresh time in its header; recent scans appear within minutes.
Filter guide
This dashboard uses three separate date filters, because a scan and the session it belongs to do not always fall on the same day. Each one controls a different part of the dashboard.
Date range (scan date): sets the period for the scan sections, based on when each scan happened. Defaults to the last 30 days.
Slot date (attendance): sets the period for the attendance KPIs, based on when the session takes place. Defaults to the last 30 days.
Screening date (Expected Attendance): sets the period for the expected attendance section, based on when the session takes place. Defaults to the last 7 days.
Compare to: compares the selected period against another time frame; the change appears next to each KPI.
Area: limits to a specific scanning area (a gate or zone).
Session: limits to a specific scanning session.
Ticket / category: limits to a ticket type or category.
Product: limits to a product or activity.
Price: limits to a price name.
Analytic code: limits by your accounting or reporting code.
Pass / campaign: limits to scans of tickets booked with a given pass, accreditation or promo campaign (for example a festival pass or a day pass).
Scan state: limits to successful or failed scans.
Upcoming only: in the expected attendance section, limits the view to sessions that have not yet taken place.
Visuals explained
Attendance and valid tickets
A valid ticket is one whose session falls inside the Slot date (attendance) range. Total valid tickets, Attendance rate, No-show rate and Attendance rate over time cover single tickets only. Unique attendees is counted from scans instead, so members who were scanned in are included. Active memberships counts memberships, not scans.
Total valid tickets: the number of tickets valid for the period. This is your expected attendance.
Attendance rate: the share of valid tickets scanned at least once, shown up to 100%.
No-show rate: the share of valid tickets never scanned.
Unique attendees: the number of distinct people scanned in, each counted once. Members who were scanned in are included.
Active memberships: the number of memberships valid today (not cancelled). It always shows today's figure and does not follow the date filters, so it can read 0 once a season or festival is over.
Attendance rate over time: a line showing how your attendance rate moves day by day.
👉 What changed in this version
Attendance rate now counts each ticket once, however many times it was scanned. In the previous version of this dashboard, a ticket scanned at several gates, or scanned again on re-entry, was counted once per scan, so the rate could rise above 100%. If your attendance rate looks lower than before, this is why: the same visitors are now counted once each. No-show rate follows the same rule, and the two always add up to 100%.
Unique attendees now includes members who were scanned in. They were left out before, so if you sell memberships this figure will read higher than you are used to.
Expected attendance
Total booked seats: the total seats booked across your sessions for the period. Only sessions are counted: passes, accreditations, subscriptions and other products valid for more than 7 days are left out, because they are not a booking for a specific session.
People in venue (now): a live estimate of how many people are currently inside, based on tickets scanned in whose session has not yet ended.
Expected attendance per slot: a table of each session with its start time, product, booked seats and whether it is still upcoming.
Scans
Based on when each scan happened, so these visuals follow the Date range (scan date) filter. Memberships, passes and accreditations scanned at the gate are included here.
Total scans: every entry and exit attempt on a ticket or membership: successful scans, refused scans and manual check-ins. Ticket status checks that do not let anyone in or out, and codes that match no ticket, are not counted here; they remain listed in Details of scans.
Number of sessions active in the period.
Number of scans over time: scan volume by date, split by direction (entries vs exits).
Scans by day of week and Scans by time of day (10-minute slots) to reveal busy days and peak arrival times.
Scans by channel: scans split by the scanning method used (for example the Scanning App or web).
Scans per area (table): scans by the area where the scan took place and by session, with successful and failed scans for tickets and memberships side by side.
Top sessions by attendance (table): sessions ranked by unique attendees, with total scans and failed-scan ratio.
👉 What changed in this version
Scans of passes, accreditations and membership badges at the gate are now counted in every scan figure. They were missing before, so if you sell passes or accreditations, Total scans, Unique attendees and the per-area figures will read higher than you are used to. The new figures are the complete ones.
Failed scans
Failed scans are attempts that were rejected (for example an invalid, already-used or out-of-period ticket). Watching them helps you catch gate issues and fraud.
Failed scan ratio: the share of all scans that failed.
Failed scans over time alongside the failure ratio.
Failed scans per reason: grouped by why the scan was rejected.
Failed scans: tickets vs memberships: where the problem sits.
👉 What changed in this version
Failed scan ratio now includes every type of failed scan, including failed exit scans on memberships, which were left out before. If you use memberships with exit scanning, your ratio may read slightly higher than in the previous version.
Scan details
Details of scans: a row-by-row table of every scan, newest first (time, direction, result, area, session, ticket and price, customer name and country, device and scanner, and any manual correction note). Use it to investigate a specific entry, customer or device.
Pass / campaign: the pass, accreditation or promo campaign whose code was redeemed when the scanned ticket was booked. Use it to tell a festival pass from a day pass or an accreditation, even when they share the same analytic code.
Code used: the pass, voucher or promo code itself. No code means the ticket was booked without a code. A pass or accreditation badge scanned directly also reads No code: the badge is the pass, and the Product and Price columns name its type.
The table shows up to 10,000 rows. To export a larger period, narrow it with the filters (for example Area, Session or Pass / campaign) and download the table from the tile menu.
Example scenarios
How many no-shows did we have? Read No-show rate and Attendance rate over time.
How many people are expected at an upcoming session? Read Total booked seats and Expected attendance per slot, with Upcoming only switched on.
Is a scanner or gate failing? Open Failed scan ratio and Failed scans per reason.
Investigate one entry? Use Details of scans, filtered by area, session or customer.
Which pass or accreditation was used at a session? Filter Details of scans by session and read Pass / campaign and Code used.
Data freshness
The dashboard header shows a Last data refresh time. Data is kept close to real time, so recent scans appear within minutes.
Known limitations
Attendance depends on scanning: if ticket holders are not scanned in, attendance rate and unique attendees understate real attendance and no-show rate overstates it.
Occupancy is not shown: occupancy needs a confirmed capacity for each session, which is only set up for a small number of venues today. Rather than show a figure we cannot stand behind, we have removed it for now. If you would like occupancy on your dashboard, contact your account manager so your capacities can be configured.
People in venue (now) is an estimate: a ticket counts as inside from its entry scan until its session ends, whether or not an exit is scanned.
Details of scans shows up to 10,000 rows: use the filters to narrow a busy period before downloading.
Three different dates: attendance uses the session date, expected attendance uses the screening date, and scans use the date each scan happened. Each has its own filter.
KPI definitions
These are the KPIs on this dashboard, with what each one means and how it is calculated. The What it means text is the text you see when you hover the (i) icon on the tile.
KPI | What it means | How it is calculated |
People in Venue (now) | Live count of unique scanned-in attendees whose ticket validity has not yet expired. Refreshes on dashboard load. | Visitors scanned in whose ticket is still valid right now. |
Active Memberships | Memberships currently valid: validity window covers today and the membership is not cancelled. Independent of the date filters (it always reads 'now'). | Memberships valid today and not cancelled. |
Attendance Rate | Share of valid tickets whose holders scanned in successfully. Computed attended / valid. | Tickets whose holder scanned in, divided by valid tickets. |
No Show Rate | Share of valid tickets whose holders never scanned in. Bands: <10% green, 10-20% amber, >=20% red. | 1 minus the attendance rate. It never goes below 0%. |
Total Scans | Entry and exit attempts on tickets the system recognises in the selected scan-date range: successful, refused and manual check-ins. Status checks without a gate movement and codes that match no ticket are not counted; they remain listed in Details of Scans. | Every entry and exit attempt counts, so one visitor can have several scans. |
Failed Scan Ratio | Share of scan attempts that returned an error code. Computed failed / (failed + successful). Bands: <2% green, 2-5% amber, >=5% red. | Refused scans divided by all scans (refused plus successful). |
Failed scans | Number of scans that were refused, by reason. | Refused entry and exit scans, on tickets and memberships. |
Successful scan-in (Ticket / Membership) | Number of successful entry scans, split between tickets and memberships. | Successful entry scans on tickets, and on memberships. |
Failed scan-in (Ticket / Membership) | Number of refused entry scans, split between tickets and memberships. | Refused entry scans on tickets, and on memberships. |
Manual scan-in | Number of visitors checked in by hand by your staff. | Manual check-ins recorded at the gate or desk. |
Number of Sessions | Count of distinct timed sessions that had at least one scan in the filtered window. | Each timed session counts once if at least one ticket was scanned for it. |
Total Booked Seats | Sum of booked seats across all upcoming and recent slots. Use the Venue + Upcoming-only filters to scope. | Seats booked on the slots in the filter. |
Valid Tickets and Unique Attendees (the same as Scanned Tickets) also appear on this dashboard. See the Capacity, demand & trends article.
Links
Dashboard: Attendance & Scans
All KPI definitions: Analytics KPI definitions
Related articles
Sales Performance & Trends
Capacity, Demand & Trends
Use the new Smeetz Scanning App
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