Scanner App Setup Process

Written By Carrott Support

Last updated 21 days ago

What is the Scanner App?

The Scanner App is a web-based Progressive Web App (PWA) that lets your team members scan customer QR codes to:

  • Add stamps to loyalty cards

  • Redeem rewards when customers complete their stamps

  • Apply coupons and track usage

  • View customer history and transaction details

It works on any device with a camera—smartphones, tablets, or computers with webcams.

Who Can Use the Scanner?

The following user roles have access to the scanner:

Role

Access

Other Access

Scanner

Full scanner access only

Cannot view dashboard or customer data

Subaccount User

Full scanner access

Read-only dashboard access

Subaccount Admin

Full scanner access

Full admin access to everything

Agency Admin/Owner

Full scanner access

Full agency management

Best Practice: Create dedicated "Scanner" role accounts for front-line staff (cashiers, waiters, sales associates). This gives them only the access they need and prevents accidental changes to settings or customer data.

Step 1: Create Scanner User Accounts

For Subaccount Admins (Recommended)

If your subaccount has a dedicated admin, they should create scanner accounts:

  1. Log in to the subaccount dashboard

  2. Go to Team → Add Team Member

  3. Enter the team member's details:

    • Name

    • Email address

    • Role: Select "Scanner"

  4. Click Add Member

  5. The team member will receive an email invitation to set their password

For Agency Admins

As an agency admin, you can also create scanner accounts directly:

  1. Go to Subaccounts → Select the subaccount

  2. Click Team tab → Add Team Member

  3. Enter details and select Scanner role

  4. The invitation email is sent automatically

Step 2: Guide Your Team to Install the Scanner

Once scanner accounts are created, send these instructions to your team members:

Quick Start for Staff

Option 1: Installation Page (Recommended)

Send your team this link:

https://[your-custom-domain]/scanner/install

Or if you're not using white label:

https://app.carrott.io/scanner/install

What this page does:

  • Automatically detects if they're on iPhone, Android, or desktop

  • Shows the correct installation steps for their device

  • Highlights the recommended option for their platform

  • Provides buttons to open the scanner or sign in

Why use this? It's the simplest way for staff to get started—they just visit the link and follow the platform-specific instructions shown on the page.

Option 2: Direct Scanner Link

For staff who already know how to install PWAs or want to skip the installation guide:

https://[your-custom-domain]/scanner/login

Or:

https://app.carrott.io/scanner/login

Option 3: Access via Dashboard

  1. Log in to the subaccount at your custom domain (or app.carrott.io)

  2. Click the Scanner icon in the left navigation

  3. The scanner app will open in a new view

Installing as a Mobile App (PWA)

The scanner works best when installed as an app on mobile devices. Here's how to guide your staff:

For iPhone/iPad (Safari):

  1. Open the scanner login page in Safari

  2. Tap the Share button (rectangle with arrow)

  3. Scroll down and tap "Add to Home Screen"

  4. Tap Add

  5. The scanner icon now appears on the home screen like a regular app

For Android (Chrome):

  1. Open the scanner login page in Chrome

  2. Tap the menu (three dots) → "Add to Home screen"

  3. Tap Add

  4. The scanner app appears on the home screen

Pro Tip: Once installed, the scanner works offline and loads instantly—perfect for busy checkout counters!

Step 3: Scanner Settings & Configuration

Each scanner user can customize their experience. Share these optional settings with your team:

Accessing Settings

  1. Open the Scanner app

  2. Tap the hamburger menu (☰) in the top left

  3. Select Settings

Recommended Settings

Scanner Mode (choose based on your workflow):

  • Confirmation Mode: After scanning, show a confirmation screen before adding stamps (recommended for most businesses)

  • Hands-Free Mode: Automatically add stamps immediately after scanning (faster, but requires trust)

Camera Options:

  • Enable/disable camera based on whether using phone camera or external scanner

  • Select specific camera (front/back) on devices with multiple cameras

Hardware Scanner Support:

  • Enable if using USB or Bluetooth barcode scanners that act as keyboard input

Transaction Amount Tracking:

  • Some card templates require entering the purchase amount before adding stamps

  • This is configured at the card template level

Resetting Settings

If a scanner user has issues, they can reset all settings to defaults:

  1. Go to Settings → Scroll to bottom

  2. Tap "Reset to Defaults"

  3. Confirm the reset

Step 4: Training Your Team

Basic Scanning Workflow

Here's what your staff needs to know:

Scanning a Customer's Card:

  1. Open the Scanner app (or tap the home screen icon)

  2. Point the camera at the customer's QR code

  3. The app will automatically detect and scan the code

  4. View the customer's card details (stamps earned, available rewards)

  5. Choose an action:

    • Add Stamps: Tap the + button to add stamps

    • Redeem Reward: Tap the gift icon when customer wants to redeem

    • View History: See past transactions

If Camera Won't Scan:

  1. Ensure good lighting

  2. Hold the phone steady

  3. Make sure the QR code fills most of the screen

  4. Try tapping the screen to focus

  5. If still not working, use Search mode instead

Using Search Mode (Backup Method)

If scanning fails, staff can search manually:

  1. Tap Search from the menu

  2. Type the customer's:

    • Name

    • Phone number

    • Email address

    • Card number (if known)

  3. Tap the customer from results

  4. Proceed with adding stamps or redeeming

Viewing Transaction History

Staff can view their own scanning history:

  1. Tap History from the menu

  2. See list of recent scans

  3. Tap any entry to view details

Note: Scanner users only see their own history. Admins can view all transactions.

Step 5: Scanner-Specific Card Template Settings

When creating card templates, you can configure scanner-specific options:

Transaction Amount Requirements

Enable this to track purchase amounts with each stamp:

  1. When creating/editing a card template

  2. Go to the Advanced section

  3. Under Scanner Settings:

    • Check "Require Transaction Amount"

    • Set Minimum Transaction Amount (optional)

  4. Save the template

Effect: Scanner users will be prompted to enter the purchase amount before adding stamps.

Manual Stamp Entry

For templates that don't auto-calculate stamps:

  1. In card template settings

  2. Under Card Type Settings → Mechanic

  3. Select "Manual"

  4. Enable "Scanner Required" if only scanners should add stamps

White Label Considerations

Custom Domain Scanner URL

Installation Page (Recommended for new users):

https://loyalty.youragency.com/scanner/install

Direct Scanner Access:

https://loyalty.youragency.com/scanner

Login Page:

https://loyalty.youragency.com/scanner/login

Your team should bookmark or install from the /scanner/install URL for the easiest onboarding experience—the page automatically detects their device and shows the correct installation steps.Troubleshooting Common Issues

Scanner Won't Load

Check:

  • Internet connection is active

  • Using the correct URL (custom domain or app.carrott.io)

  • Cleared browser cache and cookies

Solution: Try accessing from an incognito/private window first.

Camera Not Working

iPhone/iPad:

  • Go to Settings → Safari → Camera → Set to "Allow"

  • Or Settings → Privacy & Security → Camera → Find Safari and enable

Android:

  • Go to Settings → Apps → Chrome → Permissions → Camera → Allow

Desktop:

  • Browser will prompt for camera permission on first use

  • Click "Allow" when prompted

Scanner Says "Card Not Found"

Possible causes:

  1. Wrong Subaccount: Scanner user is assigned to a different subaccount than the card

  2. Card Deleted: The customer's card was deleted or deactivated

  3. Template Archived: The card template is no longer active

Solution: Search for the customer manually using the Search feature.

"Access Denied" Error

The scanner user doesn't have permission to access that subaccount or card:

  • Check their role is set to "Scanner" or higher

  • Verify they're assigned to the correct subaccount

  • Contact your subaccount admin to check permissions

Scanner App Shows Old Data

Force refresh the app:

  • Pull down to refresh (mobile)

  • Press F5 or Ctrl+R (desktop)

  • Or log out and log back in

Security Best Practices

For Agency/Subaccount Admins

  1. Create Individual Accounts: Don't share scanner logins—create separate accounts for each staff member

  2. Use Scanner Role: Give front-line staff the "Scanner" role only—no need for admin access

  3. Remove Access Promptly: When staff leave, immediately remove their scanner access

  4. Regular Audits: Review the scanner history to monitor activity

  5. Enable Transaction Tracking: For accountability, enable transaction amount requirements on card templates

For Scanner Users

  1. Don't Share Login: Each person should have their own account

  2. Log Out When Done: Especially on shared devices

  3. Verify Customer Identity: Before adding stamps or redeeming rewards, confirm you're helping the right person

  4. Report Issues: If something looks suspicious or wrong, contact your manager immediately

Next Steps

  1. ✅ Create scanner accounts for your team

  2. ✅ Send installation instructions to staff

  3. ✅ Configure scanner settings in your card templates

  4. ✅ Train staff on the scanning workflow

  5. ✅ Test the scanner yourself to ensure everything works

  6. ✅ Monitor scanner history for the first few days

FAQ

Q: Can I use the scanner on a tablet? A: Yes! The scanner works on any device with a camera and web browser.

Q: Can multiple people scan at the same time? A: Yes, each person needs their own scanner account. They can all scan simultaneously.

Q: Does the scanner work offline? A: The scanner is a PWA, so it loads quickly after installation. However, scanning requires an internet connection to validate cards and record transactions.

Q: Can I restrict which cards a scanner can access? A: Scanner users can access all cards within their assigned subaccount. For stricter control, create separate subaccounts for different locations or departments. Contact support if you have a more unique usecase.

Q: What if a customer doesn't have their phone? A: Use the Search feature to look up the customer by name, phone, or email, then manually access their card.

Q: Can I see what my scanners are doing? A: Yes! As an admin, go to History or Customers to view all transactions. Each transaction shows which user performed the action.

Need more help? Contact Carrott support or check your agency's white label documentation.

Last updated: January 2026