Setting up and Scanning a Single Ticket for Multiple Datetimes (sub-events and activities)
Event Espresso allows you to issue a single ticket containing a QR code or barcode that can be scanned multiple times to grant or track access to a variety of event components (sub-events,. This includes access to different event datetimes, activities, breakout sessions, rooms, or even multi-day festivals — all tied to a single registration.
This functionality is especially useful for:
- Conferences or workshops with multiple breakout sessions or learning tracks
- Festivals or retreats where attendees participate in multiple activities across several days
- Venues with different rooms or access points requiring individual check-in
- Youth programs or camps where one pass covers various events and locations
- Educational events with rotating sessions, such as lectures, labs, or panel discussions
Each time the QR/barcode is scanned, Event Espresso verifies whether the attendee is authorized for that specific session (i.e., datetime) and logs check-in status. This ensures accurate tracking while giving flexibility to manage complex event formats with a seamless check-in process — all using a single ticket per attendee.
If needed, additional logic or customization can be applied to control how and when check-ins are permitted for specific datetimes or venues.
Requirements:
- Event Espresso Core
- Ticketing Add-on
- Mobile Apps
Setup Your Event
To set up your event with a master event and additional sub-events such as classes, sessions, days or activities you will create one master event and individual datetimes for the sub-events.
1. Create a new event in Event Espresso. Go to Event Espresso > Events > Add New button at the top of the page.
2. Add individual Datetimes for each sub-event (activity/session/day/breakout/etc). In this example, Activity A and Activity B
‼️ It’s crucial to understand that a ticket will have access to any datetime it’s assigned to. This is how you can determine whether a ticket has access to a specific datetime (activity, session, or day).
- Create a ticket and make sure the ticket is assigned access to both datetimes. On the Datetime card, the ticket icon has a number indicating how many tickets are allowed access to this datetime.
On the ticket card, the calendar icon with the number indicates the number of datetimes the ticket has access to:
You can also click the Ticket Assignments button to view the connection between the assigned datetimes and tickets. This button reveals which tickets are granted access to which datetimes and which datetimes are assigned to which tickets.
‼️ It’s crucial to understand that a ticket will have access to any datetime it’s assigned to. This is how you can determine whether a ticket has access to a specific datetime (activity, session, or day).
You can also click the Ticket Assignments button to view the connection between the assigned datetimes and tickets. This button reveals which tickets are granted access to which datetimes and which datetimes are assigned to which tickets.
‼️ It’s crucial to understand that a ticket will have access to any datetime it’s assigned to. This is how you can determine whether a ticket has access to a specific datetime (activity, session, or day).3. Create your ticket options. For example having one ticket option for all dates, or individual ticket options for individual dates, or various other combinations of options where a single ticket is assigned to one or many or all datetimes.
Using the Mobile Apps for Scanning
4. Download and install the mobile apps to your device.
5. Login to your event website using the mobile apps.
6. Select the Event
7. Select the Datetime/Activity/Session/etc. that you want to scan for.
8. The mobile apps have three scanning options. The option you use will depend on your business logic or event rules for the event.
- Lookup will scan and look up the attendee record.
- Continuous will check-in or check-out the person with each scan.
- Check-in Only will only check-in the attendee and deny them access if the ticket is re-scanned.
In this case, we choose check-in only to ensure attendees can only check-in once and are prohibited re-entry when scanning again. You can click the words to change the scanning mode.
9. Scanning tickets for the first time will approve entry.
Using Check-in Only, the tickets will be declined if scanned again.
10. After scanning the check-in/out data is available in the Event Espresso > Registrations > Event Check-in tab and available for export too.