---
title: How to Invite a Guest Scanner to a Scan Session in the ID Management System
description: Learn how to invite guest scanners, people without an IDMS account, to an existing scan session by email or with a shareable scan session link and QR code.
url: "https://www.id123.io/knowledgebase/how-to-invite-a-guest-scanner-to-a-scan-session/"
updated: "2026-10-20"
category: ID Management System / ID Card Scanner
---

# How to Invite a Guest Scanner to a Scan Session in the ID Management System

Guest scanners are people who can scan and verify ID cards in a scan session without having an ID123 ID Management System (IDMS) account, such as event staff, volunteers, or security personnel. You can invite guests when you first create a scan session, or add them to an existing session at any time. This article covers how to  invite guest scanners to an existing session: by email invitation, or by sharing a scan session link or QR code.

## Step 1: Locate the Scan Session

- Log in to your ID123 ID Management System (IDMS) account
- From the left-hand navigation bar, click the ‘ID Scanner’ tab, then select ‘Scan Sessions’ in the sub-menu
- Find the session you want to invite a guest to. Use the search bar or the ‘Location’, ‘Timestamp’, and ‘Status’ filters to narrow the list

 ![](https://www.id123.io/wp-content/uploads/2026/10/Screenshot-2026-10-19-at-11.23.53-AM.webp)

##

Step 2: Invite a Guest by Email

- Open the ‘Actions’ menu for the session and select ‘Invite Scanner User’
- In the ‘Invite a Scanner User’ window, under ‘Who will be scanning?’, select ‘Guest’
- In the ‘Email Addresses of Scanners’ field, enter one or more email addresses separated by commas (up to 100). Each guest sets their own name when they join the session
- Check the authorization box to confirm you authorize the guest(s) to scan for this session. All scans completed during the session are attributed to both you and the guest scanner
- Click ‘Invite To Scan Session’

Each guest receives an email invitation with a link to join the session. They will appear on the Scanner Users page with an ‘Invited’ status until they join.

 ![](https://www.id123.io/wp-content/uploads/2026/10/Screenshot-2026-10-15-at-12.20.52-PM-scaled.webp)![](https://www.id123.io/wp-content/uploads/2026/10/Screenshot-2026-10-15-at-12.21.55-PM.webp)

Email Received By Guest Scanners:

 ![](https://www.id123.io/wp-content/uploads/2026/10/Screenshot-2026-10-15-at-11.43.20-AM.webp)

## Step 3: Confirm the Guest Has Joined

- On the Scan Sessions page, click ‘Scanner Users’ in the session’s row to see everyone assigned to that session
- A guest’s status changes from ‘Invited’ to ‘Active’ once they have joined the session. If a guest did not receive their invitation, open the ‘Actions’ menu next to their name and select ‘Resend Invite’

 ![](https://www.id123.io/wp-content/uploads/2026/10/Screenshot-2026-10-19-at-11.29.36-AM-scaled.webp)

**Your guest scanner is ready to scan!** If you have any questions or need help inviting guest scanners, feel free to [contact our support team](https://www.id123.io/contact).