Event Day · Printable Guide

Event Day Operations Manual

Simple, step-by-step instructions for checking guests in — using Volunteer Mode, Kiosk Mode, and personal QR check-in passes. Share this with your check-in team.

Before the Event

Complete this at least 30 minutes before doors open

1
Set the check-in window — In the event campaign’s Check-In settings, choose when check-in opens and when it expires, so doors open and close on time.
2
Create a check-in PIN — A short numeric PIN unlocks Volunteer Mode and Kiosk Mode. Share it only with your check-in staff.
3
Send volunteers the link — Copy the Volunteer Check-In link and PIN from the campaign’s Check-In settings, then text or email them to your greeters.
4
Send guest check-in passes — Each guest automatically receives a personal QR pass by email once they confirm their RSVP.
5
Download a paper backup — Export the attendee list (Campaign → View Attendees → Download CSV) in case a device fails.
6
Charge and test every device — Tablets and phones above 80%, Wi-Fi confirmed, and one practice check-in completed and undone.

Do a practice check-in

Check in one guest and then undo it. This confirms the attendee list loaded, the PIN works, and every device is ready before the first guest walks through the door.

Three Ways to Check Guests In

All three feed the same live guest list

Volunteer Mode

Tablet · run by a greeter

A greeter searches for each guest and checks them in. Best for a staffed welcome table. Unlocked with the PIN.

Kiosk Mode

Tablet · self-serve

Guests check themselves in. Best for fast-moving lines. A volunteer unlocks it once with the PIN, then hands it over.

Admin Check-In

Computer · login required

The full control panel. Add walk-ins, undo mistakes, and watch live counts. Requires an admin login.

One list, everywhere

A guest checked in anywhere shows as checked in everywhere, instantly — on every tablet and on the live guest count.

Volunteer Mode

A greeter checks guests in at the door

1
Open the Volunteer Check-In link on a tablet.
2
Enter the check-in PIN to unlock the screen.
3
Type the guest’s name or email in the search bar.
4
Tap the guest’s name to confirm the match.
5
Tap Check In — the guest is now checked in and the live count updates.
6
Scan a QR pass (optional): tap the scanner and point it at the guest’s pass.
7
Made a mistake? Use the undo control to reverse a check-in.

Privacy & screen reset

For guest privacy, the screen automatically returns to the search screen after five minutes of inactivity.

Kiosk Mode

Guests check themselves in on a tablet

1
A volunteer opens the Kiosk link and enters the PIN once.
2
Hand the tablet to the guest.
3
The guest searches their own name.
4
The guest confirms their details on screen.
5
The guest can add a phone number to receive text updates (optional).
6
The guest taps Done and hands the tablet back.

Ready for the next guest

The kiosk keeps the screen awake while it’s unlocked and clears itself between guests, so it’s always ready for the next person in line.

Guests vs. Volunteers

Who does what at check-in

What guests do

Open the QR check-in pass from their email (optional — they can also be found by name).
On a kiosk, search their own name and confirm their details.
Add a phone number if they’d like text updates.
Head to their table — and browse the vendor tables on the way in.
Buy opportunity-drawing tickets any time up until the drawing.

What volunteers do

Unlock the device with the check-in PIN.
Run Volunteer Mode or supervise the kiosk tablet.
Search for each guest and check them in.
Scan QR passes.
Handle walk-ins and guests who aren’t on the list.
Undo any mistakes.
Point guests to the vendor tables.

QR Check-In Passes

A shortcut, never a requirement

1
How guests get one — A personal QR pass is emailed automatically once a guest confirms their RSVP.
2
What it is — A personal QR code that opens check-in pre-filled with the guest’s name.
3
How it’s used — A volunteer scans it in Volunteer Mode, or the guest scans it at the kiosk.
4
Lost their pass? — Just search the guest’s name or email — the pass is a shortcut, not a requirement.

Walk-Ins & Guests Not on the List

Add them in Admin Check-In

1
Collect payment first, if they owe for a seat.
2
In Admin Check-In, click Add Guest and enter their name, email, and table.
3
Save, then check them in immediately so the live count stays accurate.
4
If they claim a ticket but aren’t listed, ask for their confirmation email and search by email address.

Arrival Flow & Vendors

A warm welcome and a reason to linger

1
Greet the guest and check them in.
2
Point them to the vendor tables to browse before they sit down.
3
Direct them to their table.

Vendors are ready the moment doors open

Invite every guest to stop by the vendor tables on their way in. A quick mention at check-in is the easiest way to send traffic to your vendors — and it gives guests something to enjoy right away.

Opportunity Drawing

There’s still time to buy — right up until the drawing

Tickets are available until the drawing

• Remind guests at check-in that drawing tickets can still be purchased.
• Share the purchase link or QR code at the check-in table.
• Announce it once more just before the drawing — the last call drives the most sales.

Quick Reference

The most common situations, at a glance

Situation	What to do	Where
Guest is on the list	Search name or email → Check In	Volunteer or Admin Check-In
Guest has a QR pass	Scan the pass	Volunteer Mode scanner
Guest checks themselves in	Unlock kiosk with PIN → guest searches	Kiosk Mode
Walk-in with payment	Add Guest → Save → Check In	Admin Check-In
Wrong guest checked in	Use the undo control	Volunteer or Admin Check-In
Guest can’t be found	Ask for their confirmation email; search by email	Any check-in screen
Guest wants a drawing ticket	Share the purchase link or QR code	Check-in table

Troubleshooting

Fast fixes for the usual hiccups

Problem	Fix
The PIN isn’t working	Confirm it matches the campaign’s Check-In settings — PINs can be set to expire.
Check-in says it isn’t open yet	Check-in only works inside the opens/expires window set on the campaign.
A guest isn’t showing up	Search by email first. The pass is optional — add them as a walk-in if needed.
The screen went blank or slept	Keep the device plugged in. The kiosk keeps itself awake while it’s unlocked.
Two devices disagree	Refresh the page — every screen pulls the same live guest list.

Roles to Assign

Give each volunteer one clear job

Role	Responsibility
Check-In Lead	Runs Volunteer Mode, greets guests, and handles walk-ins.
Kiosk Attendant	Unlocks the kiosk tablet and helps guests use it.
Volunteer Coordinator	Shares the check-in link and PIN with the team.
Cash Collector	Takes payment for walk-ins and opportunity-drawing tickets.
Big Screen Operator	Runs the display and announces the drawing.