How do I let a volunteer run check-in?

The short answer

Give your volunteer their own way into check-in, like a door link that only works for that event, rather than your login. They can scan tickets and look people up, but they cannot see your payments, change the event or issue refunds. When the night is over, replace the link and their access ends.

Then spend five minutes showing them how it works before the doors open.

Why not just share your login

It is tempting, but sharing your password means:

• they can see everyone’s emails, your sales and your bank details
• they could change or cancel things by accident
• you have to change your password afterwards
• if something goes wrong, you cannot tell who did what

A link limited to check-in avoids all of that.

Brief them before the doors open

A good door briefing covers:

1. How to scan a ticket, and what a valid, used or wrong-event ticket looks like.
2. How to find someone by name when their code will not scan.
3. What to do if someone is not on the list: send them to you, do not argue.
4. Whether there are door sales, and who handles the money.
5. Who to call if the queue backs up.

Do one practice scan together with a real ticket.

Set them up to succeed

• A charged phone and a power bank, screen brightness up.
• Good light. Scanning in a dark doorway is slow.
• A second volunteer for a big crowd, one scanning and one helping people find their tickets.
• A “problems” spot to one side, so one lost ticket does not hold up the line.

After the event

Thank them. Then switch off their access by replacing the link. If you run the same event again, send a fresh link next time.

On One Ticket

Each event has a door link. Anyone with it can check people in to that event on their own phone, in the browser, without signing in and without an app. The door tool scans QR codes, finds guests by name or ticket code, shows how many are in, and can undo a check-in made by mistake.

You can replace the door link at any time, which stops the old one working straight away. Copy the new one to whoever is on the door next.

If you would like someone to have more than the door, like a co-organiser, the Team plan allows up to 10 people on the organiser with roles. Pro and Team are open now: upgrade any time in Settings › Plan. Limited-time offer: A$1 for your first year (first 100 organisers), then A$29/month for Pro or A$79/month for Team. Cancel anytime.

Related: How to check people in at the door with a phone, Checking in a hundred people at a networking event and What if someone loses their ticket at the door?