How do we integrate our event with Qflow?

To use the Qflow scanning integration, you must either:

• Be on the Premium Plan, or

• Have Qflow purchased as an add-on.

You can purchase Qflow or upgrade to the Premium Plan via our Extras site here.

Please note: you will need to create an account on the Extras site in order to make a purchase.

Downloading the Qflow App

Please download the Qflow app from the appropriate app store:

• Google Play Store
  https://play.google.com/store/apps/details?id=com.wiretouch.qflowapps

• Apple App Store
  https://itunes.apple.com/gb/app/qflow-guest-list-check-in/id1038417200?mt=8

⚠️ Important: Please do not register directly with Qflow. All access is managed through your PTA Events account.

Connecting PTA Events with Qflow

To connect your PTA Events website with Qflow:

1. Go to Reports > Tickets.

2. If you have tickets available to sync, select Sync to Qflow from the Manage menu.

3. In the modal window, click Sync Data.

Once tickets are synced, your event organisers will automatically receive an email with login instructions for the Qflow app.

Managing Event Organisers

You can add event organisers by:

1. Navigating to Admin > Events.

2. Selecting your event.

3. Choosing an organiser from the drop-down menu.

• You can add up to 8 event organisers per event.

• Event organisers must already be registered on your site before they can be assigned.

Using Qflow at Your Event

• Tickets, Vouchers, Prize Draws, Chocolate/Wonka Bar Vouchers or Grotto Boarding Passes can be synced to separate events, allowing different teams to manage different areas of your event.

• The app can also be used to check guests out of an event by selecting their name and clicking Check out.

• Successful scans can be viewed in the Tickets report.

Please note: we do not provide additional information such as walk-ins, as this is managed off-platform.

We've made several improvements to how your event tickets sync with Qflow. Here's what's changed:

New: Automatic Ticket Syncing

You can now turn on automatic syncing so your tickets keep syncing to Qflow in the background, without needing to click Sync Data yourself every time someone buys a ticket.

To turn it on, go to Administration > Settings > Basic Details and look for Qflow Automatic Sync under Site Options. 

You can still use the manual Sync Data button under Reports > Tickets at any time as well, whether or not automatic syncing is switched on.

New: Control Over Organiser Re-notification

When you manually sync your tickets, you'll now see a new option in the sync window: Also update event organisers' Qflow access and email them their login details. This is ticked by default.

If you just want to send new ticket data across without your event organisers receiving another login email, untick this box before clicking Sync Data. The very first time an event is synced, organisers are always set up regardless, since otherwise nobody would be able to scan tickets at all.

Automatic syncing never re-sends these emails on its own, so your organisers won't be contacted repeatedly just because syncing is happening in the background.

New: See Your Sync History

Every event now has a View Qflow Sync History link on its Reports > Tickets page, next to the "last synced on" message.

This shows a log of every sync for that event, including the date, whether it was manual or automatic, and how many tickets were sent across - handy if you want to check a sync has gone through.

Additional Features & Notes

• Qflow is environmentally friendly and can scan QR codes from printed tickets or mobile devices.

• You can check guests out of an event by selecting their name in the app and tapping Check out.

• Successful scans can be viewed in the Tickets report.

• Please note: we do not provide additional data such as walk-ins, as this is managed outside the platform.

• Events are deleted monthly from Qflow. If you can still see old event data after this time, please log out of the app and log back in.

Related Articles 

Scanning tickets and vouchers

How do I add event organisers to Qflow?

Why can't I see my event on the Qflow app?