The Scanner app is used at catering sites to scan crew passes. Once connected to a location, it provides a straightforward tap-and-scan process for collections.
Starting the Scanner
- Open the app on the iPad. Whenever a meal session is running at your location, you'll see the Tap to start screen, with the background image set in Location Settings. Outside session hours the app shows Currently Offline instead.
- Tap the screen to see the scan options:
- Scan Your QR Code — a single crew member collecting their own meal.
- Scan Multiple Passes — one crew member collecting on behalf of others.
- Department Quick Pickup — only shown if you've enabled quick pickups for the location (see below).
Scanning a Pass
- The crew member holds their wallet pass QR code up to the camera (the front camera by default — ideal for a mounted iPad).
- If valid, a green Approved! screen appears and the app returns to the start after a few seconds.
- If invalid, a red Access Denied! screen appears with the reason — for example the pass has expired, they've already collected in this session, they're not scheduled for this session, or there's no active session at this location.
⚠️ Note: A pass works once per session. If a crew member is scheduled for more than one session in a day (say lunch and supper), their pass works once in each. Tomorrow's sessions are completely separate — nothing carries over.
Collecting for Multiple Crew
There are two ways for a crew member to collect on behalf of someone else:
1. Scan Multiple Passes
- Select Scan Multiple Passes in the app.
- The crew member collecting must first scan their own pass to identify themselves — this doesn't use up their meal.
- The app then asks "Do you want to collect your own meal now?" — they can collect their own at the same time, or just continue scanning for others.
- They then add other crew by scanning their passes one by one.
- At the end, the app confirms the number of meals approved.
- The person collecting doesn't need to be scheduled themselves that day — they just need a valid pass to identify who's doing the collecting.
⚠️ Warning: Always make sure the correct collector scans first. This ensures the admin portal records who collected on behalf of others.
2. Department Quick Pickup
- As an admin, turn on the Quick department pickups toggle in the location's settings (Setup → Locations → three dots → Edit). This adds a Department Quick Pickup option on the scanner for that location.
- The crew member selects Department Quick Pickup and scans their own pass to identify their department.
- A list of everyone in their department scheduled at that location today is displayed, with those still to collect automatically selected — the number selected is shown at the top of the screen. The collector can deselect anyone they don't want to pick up for. Anyone who has already collected in this session is greyed out.
- Tap Confirm Pickup to collect all the selected meals in one go. The app then shows how many meals were collected.
⚠️ Known issue: Department Quick Pickup currently fails with "There is no active session at this location" even when a session is live. Until that's fixed, use Scan Multiple Passes instead — it covers the same collect-on-behalf workflow.
⚠️ Warning: If a crew member is not displayed within a department list, it means they have not been scheduled at that location for that day.
Unlocked Locations
If a location is set up as an unlocked collection point, scheduled crew can collect over and over while the session is open — the scanner approves them every time instead of rejecting a second scan. Crew who aren't scheduled there today are still turned away, and Department Quick Pickup isn't available at unlocked locations. This is rolling out gradually, so the option may still show as coming soon on your account.
Key Points
- Each crew member can collect once per session — not once and done for the whole production.
- Multiple collects and quick pickups are logged in the portal, showing who collected for whom, and they appear in the Live Feed on your dashboard.
- The app requires a live internet connection. If Wi-Fi drops, scanning won't work.
That's how the Scanner app is used to manage collections quickly and securely on site.
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