Instant Scanner Configuration

  • Updated on Aug 12, 2025
  • Published on Jul 24, 2025
  • 1 minute(s) read
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Scanner Requirements

  • Must be able to emulate RS-232 (Serial) ports

  • If a continuous scan is required, the scanner must support a continuous scan

    • Not all scanners that emulate RS232 will support continuous scan

Important Note:

If you do not have instant scan configured, you will need to have a tab open and the cursor in the membership scan box to scan in a member.

Setting Up Instant Scan

  1. Install the Rec Tray Application Install the Tray Application.

  2. Configure the Rec Tray Application (Must configure once per workstation) Run program as administrator.

  3. Open the Tray App (if it's not already running)

    • In your tray app area (the lower right of the screen) click on the up arrow Up arrow tray app.

    • Find the logo for the tray app Tray app icon.

    • Right Click > choose Settings Select_Settings.png

  4. In the settings window: Instant scan configuration settings.

    • Use Barcode Scanner: Set to 1

    • Barcode Scanner COM Port: Enter the COM port, you may have to look in Device Manager to figure this out

    • Multiple Pass Behavior: Select Manual or Automatic

  5. Configure your Scanner

    • Your scanner may or may not be set to continuous scan (this is a feature of the scanner)

    • Your scanner must be set to emulate a bi-directional serial port

      Note:

      This will vary scanner-to-scanner, but it may be referred to as RS232

  6. Log in to CivicRec and navigate to Configuration > Organization > Organization OptionsConfiguration, organization, and Organization Options

  7. Make sure the Check-In InstantScan option is set to Yes Check-in set to yes.

  8. Log in to Recreation Management and select the location Select location.

    Note:

    This step may already be complete in your case

  9. Select Check-In > Enable Instant Scan Enable instant scan.

    Note:

    Any time a new user logs in or the user changes location, they must re-enable Instant Scan.

  10. Once configured, you should see the following notification Instant scan configuration set to scan.

Manually Entering a Member Number

  1. Right-click the tray application icon and select Enter Member Number

  2. Enter the user's member number in the pop-up window and click OK Member number.

  3. Choose the membership to scan in Instant scan configuration choose membership.

  4. Lastly, you should see a notification stating whether or not the check-in was successful or not

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