See who's coming and check people in

Everything about who is coming to an event is on its page in the console. Open Operations → Events & Experiences → Events and choose the event. You need the Events, classes & the door permission.

The headcount

The Headcount table near the top of the page counts places for each ticket, and in total:

• Coming is everyone with a real place, checked in or not.
• Checked in is everyone you've let in.
• Awaiting payment is places held for someone still paying. If they don't finish, the place is released.
• Awaiting approval is places waiting for you to approve them.
• Waitlist is people waiting for a place.
• Test payments is places paid in test mode. They are counted apart and are never real money.
• Places left follows each ticket's places, which is what stops sales.

Awaiting payment, Awaiting approval, Waitlist and Test payments show only when the event has any.

The attendee list

Under Attendees, each place is a row: the name typed for it, its ticket and status, the last 4 characters of its ticket code and the answers to your questions. A place registered without a name shows as Guest and the last 4 characters of its code. On a programme, the list shows the session each place is for. From the list you can Check in someone, Cancel a place (tick refund to refund a card payment), and Approve or Reject a registration that waits for approval.

When one registration holds several places here and at least one of them is free, its rows offer Cancel this whole registration. It first says how many free places it will cancel, then cancels them when you confirm. Places that were paid for stay, and it tells you to cancel each on its own and settle any refund with the payer yourself. Places already checked in stay too. The person isn't told, and if anyone is waiting, the freed places are offered to them.

Contact details and ID numbers also need the Personal records & exports permission. Without it, a teammate sees names, tickets and answers, except that answers to a question asking for an email, a phone number or an ID number are held back, and any of those typed into another answer shows as hidden.

Download the attendee list

Download attendee list at the top of the page gives a spreadsheet file (CSV) with one row for each place: its ticket, status, the last 4 characters of its code, what was paid and the answers. If the event has more than one ticket, you can choose one ticket or every ticket. Then choose Download CSV. On a programme, the file holds every session's places, with the session each one is for. With Personal records & exports you can also include contact details and ID numbers. The list holds people's personal details, so keep it somewhere safe and delete it once the event is over.

Meal lists and door sheets

Once someone has registered, Meals and the door sheet below the tickets has two lists to print. On a programme it is called Who is coming to each session: it also counts each session's places, shows each person with the sessions they're coming to, and can narrow everything to one session.

• A meal list counts the places coming on a ticket by diet, with each person's name, so the kitchen knows how many of each to make. It needs a diet question: under Registration questions on the event's page, choose + Add question, pick Choice list and give it a name with the word diet in it, such as Dietary requirements, with options such as Vegetarian and Vegan. Places still being paid for are shown apart, and the waitlist and test payments aren't counted. Once the ticket's sales close, the list says it is final. Print meal list prints it for the kitchen.
• A door sheet lists everyone expected, with their ticket, the last 4 characters of their code and a column to sign, for a venue with no signal. Print door sheet prints it.

A printed list carries names and diets, and no email or phone number except the mobile of the adult who registered a child. Keep printed lists safe, and destroy them after the event.

Cancel free places from one email

When someone registers a run of free places with one email, for example to block a free event, cancel them together:

1. Choose Cancel free places from one email at the top of the event's page.
2. Type the email the places were registered with and choose Find their places.
3. Check how many free places it holds, then confirm.

Paid places, places still being paid for and check-ins are never cancelled here. Cancel a paid place, or one still being paid for, on its own in the attendee list, and refund it there if it was paid by card. The people whose places you cancel aren't told. If anyone is waiting for those tickets, the freed places are offered to them, as when you cancel one place.

On your event page, someone registering as a guest can't hold more free places on a ticket under one email than the ticket's Max seats per order. A widget on your website limits how often one email can register, not how many places it holds, so use Cancel free places from one email to clear a run made there.

Lucky draw

Lucky draw at the top of the event's page draws one winner at random for a prize. Type the Prize and, if you like, the Sponsor (optional). Choose who is in the draw, Everyone with a place or Only people who have checked in, then Draw a winner. A place still awaiting payment or approval, a test payment and the waitlist are never in the draw. Tick Leave out people who have already won to leave out earlier winners. On a programme, draw from every session or choose one, and a winner at one session can be left out at the next.

If the winner isn't there, Not here — draw again draws someone else, and Draw another prize starts the next one. Every draw is listed on the event's page under Lucky draws: who won what, and when. Void this draw there cancels a draw made by mistake and draws nobody.

At the door

Open Door scan → at the top of the event's page. Scan or type a ticket code and choose Check in, or paste one to check it in straight away. Where the browser can read QR codes, Scan with the camera checks each ticket held up to it. A good ticket shows Checked in with the person's name and ticket. A second scan of the same ticket shows Already checked in. A ticket that can't come in is turned away with the reason:

• "Payment for this ticket has not been completed." The person started paying and didn't finish.
• "Paid in test mode — not a real ticket." See test payments below.
• "That ticket is for a different event." For a programme, scan on the session's own page.
• "This ticket was cancelled." or "This ticket was refunded."

Check in in the attendee list follows the same rules.

To sell at the gate, use Sell at the gate on the same page. Choose the ticket, how it was paid, the buyer's name and, if you like, their email to send them the ticket. Under Who each place is for (optional) you can name each place and give an adult their own email, which sends them their own ticket. Leave the email blank for anyone under 18. Then choose Record sale. With Check in now ticked they are let in straight away. A door sale takes up to 10 places whatever the ticket's Max seats per order, and doesn't wait for approval.

Door staff

Marshals and volunteers can check people in from their own phone, without the console. Under Door staff on the event's page, type two or more letters of someone's name, or their whole email, in Add door staff and choose Add. Door staff need a JollyBee account and must be active members of your club. Door staff you add on a programme work every session.

Send them the Door link: Copy link copies it, and Download the QR code saves a code to print. They open it on their phone and sign in. The link works once the event is published.

The door page checks tickets as Door scan → does, and lists everyone registered to find by name or by the last 4 characters of their code, with Check in beside each place that can come in. Door staff see names and tickets, never an email, and nothing else in the console. Door sales stay on Door scan →.

Owners, and teammates with the Events, classes & the door permission, can use the door page without being added. Anyone else needs adding, a teammate set up as Gate attendant included. The door page needs a signal, so print the door sheet for a venue without one.

Test payments

While PayStack is in Test (Admin → Settings → Integrations, then PayStack), payments are test payments, so you can try the whole journey without real money. The door lets a test ticket in and marks it Test payment. The headcount counts these places under Test payments, never as Coming, and the download shows them as 0.00 paid.

Once you switch PayStack to Live, the door turns test tickets away. A test payment holds its place until it's cancelled, so cancel your test registrations before you go live.

Message everyone registered

The Messages card under the page's header says whether the people registered will get a reminder: on, paused, a draft or none yet. With the Communications permission as well, it offers two buttons (on a tour's event it points to the tour instead):

• Message everyone registered opens a new campaign whose audience is everyone with a place at this event, once each however many places they hold. Write the message, then send or schedule it.
• Set up a reminder saves a draft automation called Event reminder: the day before and opens it. It reminds everyone with a place at any event 24 hours before it starts, by email and app notification, with when and where it is and its link. Read it, then choose Activate. One reminder covers every event, so the button goes once you have one, and the card links to it.

An automation that runs for an event can use these merge tags:

• {{activity_name}} is the event's name.
• {{activity_when}} is when it starts, in your club's time zone.
• {{activity_place}} is where it meets.
• {{activity_link}} is the event's page.

For a message about one event only, such as a thank-you the day after, choose Set up automation → at the top of the event's page. Its Type starts as Transactional (always sends), which reaches people who opted out of marketing and isn't held to the two days below, so choose Marketing (respects opt-outs) for anything that isn't about the event itself.

A reminder reaches someone who registered as a guest, on your event page or through a widget on your website, by email only. Its app notification, SMS and WhatsApp steps go to everyone else with a place. That includes people you sold a place to at the door, and anyone who registered through a widget before guests could register on your event page. A guest's ticket confirmation also goes by email only, even if you have ticked other channels under Ticket confirmations in your communications settings.

Until two days after an event ends, a campaign to its people can be Transactional (always sends), so it reaches people who opted out of marketing. After that it goes as Marketing (respects opt-outs). For a programme, the two days count from the end of its last session.

In Segments, and in a campaign's Custom rules, the rule Registered for an event finds an event's people: who has a place at it, checked in at it, is on the waitlist for it, or cancelled or was refunded. It can name one event, session or programme, and only some of its tickets. A programme covers every session. Build and operate communication automations explains automations.