Using a barcode scanner and/or the QR code check-in function in conjunction with BCOE&M's barcode bottle labels can greatly reduce the time it takes to check in entries while, at the same time, providing greater accuracy in data entry.
Come sorting day, checking-in entries can be a very smooth and a far less manual process.
If your competition organizers plan on using a barcode scanner or the QR Code function for entry check-in, an Administrator of your BCOE&M installation must choose one of the printed entry form options that feature a barcode/QR code from Admin > Website Preferences.
Sorting day can go very smoothly if you are organized, have a motivated staff, and are prepared.
It is suggested that you have a designated person to be in charge of data entry into the software. This person can:
New with version 2.1.0 is the ability for sorting staff to check-in entries via their mobile devices by scanning a QR code. By utilizing this option, multiple people can use their smart phones or tablets to check-in entries. See the QR Code Check-In Procedure below.
Each entry’s bottles should have a paper label rubber-banded to it. This paper label should have a Code 39 barcode and a QR code that corresponds to its unique entry number.
A set of barcoded judging number labels is available for download. The PDF files available consist of 3000 barcoded judging numbers that can be assigned to individual entries as unique identifiers on judging day.
Each label contained the Judging Number Barcode Labels PDF features the unique number and its corresponding barcode. The barcode labels are for use in checking in each entry via the software and a scanner.
Also available are Judging Number Round Labels that have corresponding judging numbers to the barcode judging numbers. These are used to attach to the cap and neck of each bottle as identifiers to cellar staff.
See the Barcode Scanner Check-In Procedure below.
On sorting day, it is suggested to have your staff follow this procedure to check in entries when utilizing the BCOE&M barcode or QR code check-in options.
Each paper bottle label should look similar to this when the above procedure is completed:
Once you log in as an Admin, you will be taken to the Administration Dashboard for your site. Click the Entry Sorting heading and then click the “Check-In via Barcode Scanner” link.
This will bring up the Entry Check-In screen.
Using the collected bottle labels from the sorting process, check-in each entry into the software:
Users scan the QR code on a bottle label using one of the many scanning apps available for iOS and Android.
The first time a user scans a code, they will be prompted to enter the password that an Admin set up via the Competition Information screen (they will not need to enter the password again unless they quit the scanning app).
Once the password is accepted, the user has the option to enter the judging number (if using barcode labels) and a box number. The function will not allow users to enter a duplicate judging number.
A single tap on the "Check In Entry" button and the entry checked into the software.
Each subsequent scan repeats this process.
To verify if entries are being checked in, expand the Admin Essentials Menu by clicking “Admin” in the top navigation bar. Click the Entries and Participants heading select “Manage Entries.”
If entries have been checked in properly, a checkmark will be present in the “Rec’d?” column and/or the “Paid?” column, and the correct number will be in the “Judging” column.