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.
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 and Active memberships are counted from scans instead, so members are included in those two.

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.
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 distinct memberships scanned in during the period, shown separately from single tickets.
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.
People in venue (now): a live estimate of how many people are currently inside, based on scans in minus scans out.
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 are included here.

Total scans and 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 area and 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.

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 (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.

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.

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 from scans in minus scans out, so it depends on exits being scanned.
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.

Attendance & Scans