This article outlines how to ensure on-site setup is ready before the start of online sales for museums and attractions.
Plan your setup weeks in advance
Before your opening
To do and not to do
Plan your setup weeks in advance
1. Ensure a strong WiFi or 4G connection
Always make sure that you have an internet connection that is:
- Password protected
You will need it to sell tickets via the POS, (connect your printers and computers), modify bookings and scan tickets.
Test the quality and strength of your Wi-Fi with the equipment you will use
Ensure this Wi-Fi connection is private and not shared with the public
If your connection is weak, you should use a 4G hotspot.
You will find more information about the 4G WiFi terminal in this article.
2. Equipment management
Ensure you have all the equipment you need weeks before your opening/launch of POS, so you still have time to rent/buy extra equipment in case needed.
Do not wait for the last minute to order your equipment, it will only add more stress to your team. Plan your equipment needs well in advance.
- Do you sell tickets on-site?
- Do you print tickets on-site?
- Do you scan tickets at the entrance?
- Do you scan tickets at the exit?
- Can you charge your equipment at those locations?
- Is the Wi-Fi strong at those locations?
Here is a list recommended equipment:
- Mobile phones or scanners to scan tickets (connected to Wi-Fi or with a charged SIM card)
- Printers and ink to print tickets
- Laptops to manage bookings and access attendee lists
- 4G hotspot or other WiFi sources
- Battery chargers for electronic devices
- Extension cords
Electronic devices will be use a lot of battery, quickly, so ensure you set them up close to a power source or use extension cords.
If you do not have enough available devices/equipment/consumables, you can contact us at firstname.lastname@example.org for help.
3. Staff planning and management
In order to use the POS at different entrances simultaneously you will need to give your team members access to your Smeetz account and ensure they are prepared. Please follow these steps:
- Grant access to the Smeetz account for your staff. You will find more information here.
2. Help them install Smeetz for Business on the main screen of their mobile phone to
facilitate the scanning process. You will find more information here.
- The POS can be accessed on any computer or tablet.
- Give team members at the cash desk access to the POS to sell tickets.
- Give them the role of "Seller", if you want them to ONLY have access to the POS
Please ensure you have at least 1 staff member with "seller manager/ manager" access rights at the entrance, as access to the attendee list may be needed.
- Give team members at the entrance/exit access to the scanner for ticket scanning.
- Give them the role of "Security", if you want them to ONLY have access to the scanner
Before your opening/launch of POS
1. Train your staff and management team
- Ensure you have sufficient staff numbers with the necessary access rights
- Give your staff their login information to the Smeetz account (email and password)
- Train your staff on how to use the POS and/or scanner, you can find all the necessary information on how to create a sale here and about the scanner here
- Train your staff with higher access on how to use the attendee manager. More information here
Ensure at least one staff is especially proficient using the POS and Smeetz account through extensive training. This person can then be a valuable resource for other staff members who are having issues/difficulty using the system/POS.
2. Setup and test the scanner(s)
Scanning can be done with multiple devices, such as mobile phones, tablets or professional scanners:
- Usage of mobile phones: you will find more information in this article.
- Usage of Zebra TC21 scanner: you will find more information in this article.
We recommend testing your scanners in advance and to train your staff in using it. You can try different modes of scans and scan different types of tickets (membership, gift card, normal etc.)
Currently, tickets can only be scanned on Safari on IOS devices and on Chrome on Android devices.
3. Set up and test printers
Follow these steps to set up Zebra ZD420 printers, so they are ready for use when people buy tickets.
Ensure you test the printer before the start of sales
Please check the tutorial if needed:
- Check if the ticket will be printed clearly by buying a test ticket.
- Create a free ticket. Remember to archive it afterwards
- Untick "online availability" on the ticket to ensure it is not available for purchase
- Go on the POS and buy this ticket
- Print the ticket
Dos and don'ts
1. Good practices
- Print QR Codes to place at the entrance
It redirects buyers to the booking flow and helps keep the queue moving
You can generate QR Code here.
- Print logins and passwords to help your staff members login to the Smeetz account.
2. Common mistakes
- Scanner settings
Please ensure the settings on the scanner are correct before scanning tickets or conducting tests.
Please charge your scanners before your event to ensure all-day use.
We advise you to test all of your equipment before starting sales and to fully charge it before each opening.
- WiFi/4G connection
Keep the 4G hotspot near the devices you use and plan an additional one in case of emergency. Also, a public WiFi is a plus for guests who need to download their ticket.
Don't forget to have extension cords and plugs nearby to keep your hotspot charged.
- Entrance fluidity
We recommend you announce to attendees that they have their ticket ready as they move closer to the entrance.