# Barcode Pools

Section: Settings & Integrations · Page: https://artsvp.com/docs/settings/barcodes

(Plans: Expert) (Access: Admins only)

A barcode pool is a named stock of your own QR codes. Upload the values your
printer, access system, or partner already uses, connect the pool to an event,
and confirmed guests receive those codes on their tickets instead of ARTSVP's.
Organisation admins manage pools under **Settings** → **Barcodes**.

If that page asks you to **Contact support**, write to
[support](https://artsvp.com/docs/reference/support) to have barcode pools turned on. Free and Pro
see **Upgrade Plan** instead.

## Creating a pool

1. Go to **Settings** → **Barcodes**.
2. Click **New pool**.
3. Enter a **Pool name**, then **Create pool**.

Keep related codes together: one pool for a fair week, another for a touring
show. Names must be unique in your organisation.

The list has two tabs: **Active pools** and **Archived**. Open an active pool
to work with it.

## Uploading codes

On the pool, click **Upload codes**. Choose **CSV upload** or **Manual paste**.
**Download template** gives you a spreadsheet with a **Value** column. A file
can hold up to 100,000 codes and 20 MB. Paste accepts one value per line, and
you can copy straight from a spreadsheet.

Review the rows before anything is saved. Click a value to correct it, switch
to **Errors only** to find problems, and **Remove errors** to drop those rows.
**Import barcodes** writes the reviewed list into the pool.

Each code must be 5 to 512 characters of plain text. Codes are case-sensitive,
so *ABC123* and *abc123* count as different. A value cannot be repeated in the
same pool, cannot start with *SVP-* (ARTSVP reserves that prefix), and cannot
already be in use on an event connected to the pool.

The **Codes** tab lists every value with **Available** or **Used**, and who
holds it. Search with **Search codes**. You can **Edit code** or **Delete
code** while a code is still available. Once it is used, those actions stay
locked, even if the guest is later deleted (the row then reads **Guest
deleted**).

**Uploads** keeps each import so you can **Download** the reviewed file.
**Remove** deletes the file and its history; the imported codes stay in the
pool.

## Connecting an event

An event uses at most one pool. Connect it in either place:

- On the pool's **Events** tab, click **Connect event** and pick a published
  current or upcoming event that still uses default barcodes.
- On the event, open **Settings** → **Advanced**, find **Barcode pool** under
  **Miscellaneous**, and choose the pool. **Default** keeps ARTSVP codes.
  Admins can open **Manage** to jump to **Settings** → **Barcodes**.

An event already on another pool needs **Disconnect** on that pool first.

Disconnected events keep every code already assigned, and stop drawing new
ones. If no codes were ever assigned, **Remove** clears that unused
connection from the list.

## What guests receive

When a booking is confirmed, each guest is given the oldest unused code in the
connected pool. That value is the QR on their web ticket, wallet pass, and
printable PDF, and it is what [scanners](https://artsvp.com/docs/guest-management/scanners) read
at the door.

One thing to be aware of: a used code is never returned. Cancelling a booking
or deleting a guest leaves the code **Used**, so it cannot go to someone else.

If the pool is empty, the event stays connected and new guests receive
standard ARTSVP codes until you upload more. Existing tickets keep the codes
they already have.

## When a pool runs low

A pool shows **Running low** when about a tenth of its codes remain, and
**Empty** when none are left. The same warning appears on the event if that
pool is selected.

Stock alerts go to the organisation's **Notification email** under
**Settings** → **Info**. Leave that field blank and they go to the
organisation owner. Bookings continue as normal either way.

## Archiving a pool

Under the pool's **Settings** tab, **Archive pool** in the **Danger zone**
disconnects every event on it. Future guests on those events receive ARTSVP
codes; assigned codes and history stay as they are.

Archived pools cannot be opened or restored. They remain on the **Archived**
tab as a record.

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Keep reading: [Booking settings](https://artsvp.com/docs/events/booking-settings) ·
[Ticket design](https://artsvp.com/docs/ticket-design/overview) ·
[Check-in](https://artsvp.com/docs/guest-management/check-in)

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