Events and guest list

How an event works

• Every event is a list of its own with its own accounts and its own settlement. Guests get guest accounts just for this occasion.
• A parent list – a permanent list of your organization – supplies products, categories and prices. They are copied once when the event is created.
• The event has a start and an end. It opens automatically at the start and closes after the end plus a grace period. Nobody can book before it opens or after it closes.
• You manage everything in /admin under "Organization" → "Events" or in the WebApp or app under "Settings" → "Admin area" → "Events" (group "Operations"; on the computer the "Admin area" menu item).

Create an event

1. Open /admin, choose the organization on the left and go to "Organization" → "Events".
2. Click "Create event" and enter name, start and end, optionally also location and description. The end must be after the start.
3. Under "Parent list" choose the permanent list whose products and prices are copied – or "no parent list" if you create the products yourself.
4. Tick "Copy price rules" if happy hour and the other price rules of the parent list should apply too. Without it the event has no price rules.
5. Click "Save". The event now appears in the table with the status "planned". Clicking the row shows entry, settings, poster QR and guest list.

Add guests

1. One by one: click "Add guest" above the guest list. Only the name is required; email (for the guest card), date of birth and note are optional. "Add and next" goes straight on to the next guest.
2. Many at once: click "Import guests (CSV)", paste one line per guest – name; email; date of birth; note, separated by semicolon, comma or tab – and click "Import". At most 2000 guests per import.
3. Write the date of birth as DD.MM.YYYY or YYYY-MM-DD. A header line whose first column is "Name" is skipped.
4. Members of the parent list: click "Add from members", tick the members and click "Apply". Name and date of birth are copied, and the event appears in these members' app.

Guest cards and poster QR

• "Guest cards (PDF)" creates a printable sheet with one card and one QR code per guest.
• "Email guest cards" sends each guest with an email address their card.
• With the poster QR guests register themselves: under "Settings" switch on "Self-registration via poster QR" and put up the code from the "Poster QR" card. Whoever scans it gets a guest account and is signed in to the app right away.
• "Maximum guests (empty = unlimited)" limits registrations. Once the number is reached or the event is closed, the code no longer accepts registrations. "Create new code" replaces the code you put up.
• Your club logo appears on the guest cards and in the event report if it is uploaded under "Organization" → "Master data" at "Logo" and "On the club’s PDFs, top right (receipts, statements, reports)" is ticked. There is no PDF for the poster QR: copy the image or the link from the "Poster QR" card into your own poster.

Entry

1. In the WebApp or app: "Settings" → "Admin area" → "Events", choose the event and tap "Scan QR code" under "Entry". Scan the QR code of the guest card or the member QR.
2. In /admin or with a hand scanner: enter the code in the field "Guest card code" and click "Check in". The "Code" column of the guest list shows each guest's short code.
3. The first scan checks the guest in; every further scan only reports that they are already checked in. If the guest is younger than the list's minimum age, a youth protection note appears.
4. Checked in by mistake? Click "Undo check-in" in the guest list. The "Checked in" column of the overview shows how many guests have arrived.

Open, close, archive

• At the start the event opens automatically. To open earlier, use "Open now".
• After the end it stays open for as long as set under "Grace period after end (minutes)" (default 120), then closes. To close earlier, use "Close event".
• Closed means nothing can be booked any more except corrections by the administration. "Reopen" continues – after that the event only closes by hand.
• "Archive after closing (days, 0 = never)" sets when the list is archived and becomes read-only (default 30 days).

Wrap-up and event report

1. Choose the event in the table and click "Event report (PDF)". The report is available at any time; it is meant for the wrap-up.
2. It contains revenue per product (including cash sales), payments per payment method, cash sessions, stock movements, donations and the guests' open balances.
3. The "Open" column of the guest list shows who still owes something. Settle it with the guests as in any list – it cannot be transferred to an account in the parent list.
4. Settle: in /admin choose the event list on the left, open "Journals & accounts" → "Accounts" and settle open amounts with "Settle" or "Settle selected" – this also works after closing. Do it before archiving; after that the list is read-only.