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Cirqle Documentation

Batches & Audit Logs

This is the guide to hold while you are using the Cirqle Handheld App on a Nordic ID HH85 scanner.

What is a batch?

A batch is a collection of reusable cups (tagged drinkware) you scanned together. Clearing one return tote, or sweeping one stack of dirty cups, is one batch. You count them in the app, check you did not pick up a stray cup, then send the whole group to the venue record in Cirqle.

Until you send, those cups are only on your scanner. The office cannot see them yet.

Check the screen → Squeeze the trigger → Check the list if you need to → Tap SEND BATCH

Step 1: Check your screen before scanning

Look at the top strip.

  • Battery should be above 20%. Under that, the scanner is getting weak. Finish this pile, send it, then charge or swap.
  • The reader should say Ready. That means it is connected and can scan. If it says Held, the last send did not go through. Do not clear the cups. Fix the problem in Step 4 and send again.

Look at the venue line, the second line of the header. It must show your assigned area, such as Main Bar. It must not say 📍 Unassigned.

If you see ⚠️ STAGING, you are in the test training system, not the live event. Stop and ask a supervisor before you count real guest cups.

Step 2: Scanning a stack of cups

  1. Point the nose of the scanner at the cups. About arm’s length is best, roughly half a metre to a metre and a half.
  2. Squeeze and hold the gun trigger. You can also hold a yellow side button if the grip is awkward.
  3. The scanner buzzes and beeps as it counts. Watch the large CUPS STAGED number climb.
  4. Release the trigger when the number stops going up.

The same cup counted twice does not add a second time. The number is how many different cups you have, not how many beeps you heard.

Step 3: Checking the list (optional)

Tap View Details & All Scans. That opens the full list, not just the few lines on the main screen.

For a cup you want to double-check:

  • Tap Check payment to see if a deposit was paid.
    • CARD, CASH, or MOBILE_PAY: the deposit was paid. A refund is valid.
    • DEPOSIT_SYSTEM: the deposit sits on a wristband or festival wallet. Do not also hand over cash.
    • UNPAID: there is no record that a deposit was charged. Do not pay a refund for that cup.
  • If you scanned an extra cup by mistake, tap the red Discard button to remove it.
  • Discard all clears the whole pile after you confirm. Use it when you scanned the wrong crate.

Tap Done to go back to the scanning screen.

Step 4: Submitting your count

Tap the green SEND BATCH button at the bottom of the screen. While it sends, the button shows SENDING…. When it succeeds, CUPS STAGED goes back to 0 for the cups the venue accepted. Those cups are now on the venue record.

Cups that failed to send stay on the screen. Do not discard them. Read the message and try again.

What if it shows an error?

Venue required. The scanner does not know what bar you are at. Tap 📍 Unassigned at the top, select your venue, then tap SEND BATCH again. Your cups are still there.

Failed to reach Worker API. The Wi-Fi dropped. The scanner could not reach the venue computer. Walk toward the venue Wi-Fi point and tap SEND BATCH again. Do not restart the app, and do not unpair. Your scanned cups are still on the screen.

401 Unauthorized. The scanner’s token is missing or is for the test system while you are on the live one (or the other way around). Pair again. Do not keep tapping send.

Device is not assigned to this venue. You picked a place this scanner is not allowed to file against. Choose the assigned bar, or ask a manager to move the scanner.

After the send, on the laptop

A shift lead can open the batch list in Cirqle for that venue and see who sent the count, when, and which reusable cups were included. Unknown tags (not cups in this account) are listed separately. They are not paid out. A cup that was already returned is not refunded a second time.

Download the shift as a spreadsheet (CSV) when finance asks for the raw list. Do that after pending batches on the dashboard are clear, so the file includes the last send.