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Hostess Scanning

Learn how to scan Customer cards at the door to grant entry and issue tickets.

What is Hostess Scanning?​

Hostess scanning is the process of verifying a Customer's VIP card when they arrive at your venue. The system:

  • Validates their card is active
  • Creates a night session for the business date
  • Issues a physical ticket for bar redemption
  • Tracks Customer visits for reporting

How to Scan a Card​

Step 1: Access the Hostess Scanner​

  1. Log in to the portal at www.hedgesvip.com
  2. If the device is in Hostess kiosk mode, you'll land directly on the Hostess Scanner interface; admins can reach it from Operations → Hostess in the sidebar
  3. The scanner is ready to accept card codes

Step 2: Scan the Customer's Card​

  1. Ask the Customer to present their wallet pass
  2. Scan the barcode using your scanner device, OR
  3. Manually enter the card code displayed on their pass
  4. Press Submit or Enter

Step 3: Check the Result​

Success - First Entry Tonight​

Card Validated
Welcome Back, John Smith!

Ticket Issued: #ABC123
Location: Main Venue

What happens:

  • Customer is granted entry
  • System creates a night session
  • Ticket is issued for bar redemption
  • Ticket receipt should be printed

Success - Already Scanned Tonight​

Already Scanned
John Smith - Re-entry Allowed

Ticket Already Issued: #ABC123
First scan: 9:30 PM

What happens:

  • Customer is granted re-entry
  • No new ticket issued (already have one)
  • Previous ticket is still valid

Error - Invalid or Suspended Card​

Card Not Valid
Status: SUSPENDED
Reason: Payment overdue

What to do:

  • Politely inform the Customer
  • Direct them to speak with management
  • Do NOT allow entry

Common Scenarios​

Customer Says "I Already Have a Ticket"​

  • That's fine! Let them in.
  • The system tracks re-entries automatically
  • They can use their existing ticket at the bar

Customer's Card Won't Scan​

Try these steps:

  1. Ask them to adjust screen brightness (passes are harder to scan when dim)
  2. Manually enter the card code shown below the barcode
  3. If code isn't visible, ask them to open the pass in Apple Wallet or Google Pay

Multiple People in a Group​

Scan each person individually:

  • Each VIP must have their own card
  • System issues one ticket per person
  • Group leaders can't use one card for everyone

Card Shows as Expired​

Card Expired
Status: EXPIRED_INACTIVITY
Last visit: 8 months ago

What to do:

  • Inform the Customer their card expired due to inactivity (6 months)
  • Direct them to re-enroll via a Sign-Up QR or Sign-Up Scanner station
  • They'll receive a new card immediately

Fraud Prevention​

Watch for Red Flags​

The system automatically flags suspicious activity:

  • Multiple rapid scans of same card
  • Card code that doesn't match format
  • Repeated use of suspended cards

If You See "Fraud Alert" Warning​

Fraud Alert
Multiple invalid attempts detected
Customer ID: #12345

What to do:

  1. Stop and call a manager
  2. Do not allow entry until manager reviews
  3. Manager will investigate and take appropriate action

Printing Tickets​

Automatic Printing​

  • Most locations have automatic ticket printers
  • Ticket prints immediately after successful first scan
  • Hand the printed ticket to the Customer

Manual Ticket Entry​

If printer is broken:

  1. Write down the ticket code shown on screen
  2. Write it on a physical ticket card
  3. Hand to the Customer
  4. Report printer issue to manager

Tips for Efficient Scanning​

Keep your station organized

  • Scanner in easy reach
  • Screen clearly visible
  • Adequate lighting

Be friendly and efficient

  • Greet Customers warmly
  • Explain the process if they're new
  • Keep the line moving

Stay alert

  • Watch for fraud indicators
  • Verify screen shows success before admitting
  • Call manager if unsure

Troubleshooting​

Scanner Not Working​

  1. Check power cable is connected
  2. Check USB connection to computer
  3. Test scan on a printed barcode
  4. Switch to manual entry if needed

System Shows "Network Error"​

  1. Check your internet connection
  2. Refresh the page
  3. If problem persists, contact IT support
  4. Use manual entry with paper log as backup

Can't Find Customer's Card​

Ask the Customer to:

  1. Open their Apple Wallet or Google Pay
  2. Find the VIP card (may be in archived passes)
  3. If truly lost, direct them to a Sign-Up Scanner station for a replacement