Created on 05 Mar 2026, Updated 31 Oct 2026 20:07

Guest greeter check-in

The Guest Greeter feature allows event organisers to generate temporary, shareable links that grant greeters (door staff, volunteers, or helpers) access to the check-in interface without requiring a user account or login.

Overview

Guest greeter links provide a secure, time-limited way to:

• Allow non-staff members to check in attendees at the door
• Track who performed each check-in via the greeter's name
• Grant anonymous access without creating user accounts or sharing passwords
• Automatically expire after 24 hours or when the event ends

How it works

For organisers

1. Navigate to the Check-in page for your event
2. Click the "Guest Greeter Link" button
3. Enter a name for the greeter (e.g., "Sarah - Door 1", "Volunteer Team A")
4. Click "Generate link"
5. Copy the generated link or view the QR code to share with your greeter

For greeters

1. Receive the link or QR code from the organiser
2. Click the link or scan the QR code (no login required)
3. The greeter gains immediate access to the check-in interface for that specific event
4. The greeter's name is recorded against every check-in they perform

Security features

Token-based authentication

• Links contain a secure, encoded token with the event ID and greeter name
• Tokens are Base64URL-encoded and unique to each greeter

Automatic expiration

• Guest greeter sessions expire after 24 hours
• Sessions are invalidated when the event ends
• Organisers can generate new links at any time

Session management

• The guest greeter session is stored in a browser session
• If a logged-in user clicks a greeter link, they are redirected to the normal check-in page
• Expired sessions show an appropriate error message

Permissions

Guest greeters can:

• View the check-in list for their assigned event
• Check in and check out attendees
• View ticket details and notes
• Use the QR scanner interface

Guest greeters cannot:

• Access any other events
• Access admin functions
• View financial information
• Modify event settings

Check-in recording

When a guest greeter checks in an attendee, the system records:

• The attendee's ticket information
• The greeter's name (from the link)
• The timestamp of the check-in
• The check-in type (e.g., "search", "scan")

Generating multiple links

You can generate as many unique links as needed:

• One link per volunteer
• Separate links for different entry points (Door A, Door B)
• Temporary links for substitute staff

Each link is independent and tracks check-ins separately.

QR code option

In addition to the direct link, you can generate a QR code:

• Click "View QR code" to open the QR code in a new tab
• Print the QR code for easy scanning at the door
• Greeters scan the code with any QR scanner to access check-in

Best practices

1. Use descriptive names: Name greeters clearly (e.g., "Sarah - Main Entrance") for accurate reporting
2. Generate fresh links for each event: Don't reuse old links
3. Share securely: Send links via private message, not public channels
4. Monitor check-ins: Regular greeters should have user accounts for better tracking
5. Test before the event: Verify links work correctly before the event starts

Troubleshooting

"Your guest greeter session has expired"

The 24-hour window has passed. Ask the organiser to generate a new link.

"You don't have access to that event"

The link may be for a different event or has been invalidated. Request a new link.

"Event has ended"

The event has concluded, and greeter access is no longer available.

Link not working

• Ensure the full URL is copied (links can be long)
• Check for extra spaces or characters
• Verify the event hasn't been deleted or cancelled