Track who showed up, who didn't, and how your scans are performing, so you can manage your gates, sessions and capacity 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, sessions and capacity.
Secondary: Anyone investigating no-shows, occupancy or failed scans.

When to use it

Manage your gates, sessions and capacity 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 full your sessions run, and whether your scanners are working, this dashboard puts attendance, occupancy 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

Date range: sets the period for the whole dashboard (defaults to the last 30 days).
Period-over-period: compares the selected period against the previous one; 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 start date and time falls inside the selected range. Memberships are counted separately.

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).
Active memberships: the number of memberships in use during the period, shown separately from single tickets.
Attendance rate over time: a line showing how your attendance rate moves day by day.

Expected attendance and occupancy

Total booked seats: the total seats booked across your sessions for the period.
Average occupancy: the average share of capacity filled (booked seats divided by available capacity).
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 start time, booked seats, total capacity and occupancy percentage.

Scans

Based on when each scan happened (not the ticket validity date). 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.

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 full are our sessions? Read Average occupancy and Expected attendance per slot.
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.
People in venue (now) is an estimate from scans in minus scans out, so it depends on exits being scanned.
Two different dates: valid tickets use the ticket validity date, while scans use the date each scan happened.

Attendance & Scans