Organisers and gate staff named per event
Each event names its organisers, gate staff and counter sellers. Each person sees only the events they are named on, and only what their job needs. Gate staff see tickets but no money, and sellers see only their own sales.
PLANSEvery plan
The problem it solves
- A volunteer at the gate can open the whole buyer list with phone numbers.
- Staff of one department see the sales of every event in the school.
- Access given for the annual day is never taken back.
How it works
- An administrator gives each person a back-office login with a role: Event Gate Staff, Event Counter Seller, Event Organiser or Event Manager.
- On the event, the event manager names the Organisers. The organiser names the Gate Staff and the counter sellers on the Gate and Counter tab.
- Each person sees in the web and the apps only the events they are named on. Remove a name and the access to that event ends.
- Event managers see and run every event of the Entity.
Everything it does
The four roles
- Event Gate Staff: scans, finds tickets, checks in by hand and sees the count for their events; sees no orders and no money
- Event Counter Seller: sells at the counter, hands over add-ons and closes their own day; sees only their own counter sales
- Event Organiser: runs their own events, reads their reports and refunds; may export lists
- Event Manager: everything for every event of the Entity, plus creating, publishing, copying and cancelling events, refunds, closings and configuration
What each sees
- Gate staff: Events, Tickets and Check-ins of the events they are at the gate of
- Gate staff see a ticket's holder and buyer name; the buyer's mobile and email are shown to organisers only
- The phone at the gate gets each ticket's name, buyer name, order number and the last four digits of the mobile, no more
- Counter sellers: Events, their own orders and tickets, and Counter
- Organisers: the Events menu with Reports, for their events; organisers and managers can also scan and sell for their events
Rules
- Both are needed: the role from an administrator, and the name on the event
- Only back-office users can be named; a portal login cannot
- Whoever creates an event is its first organiser; one organiser per event on Starter and Growth, several on Scale
- Someone with the role but named on no event sees You are not gate staff of any event in the Gate app
Who uses it
AdministratorGives the logins and the roles.
Event managerNames the organisers and sees every event.
Event organiserNames the gate staff and counter sellers of their events.
Gate staff and counter sellersWork on the events they are named on, and nothing else.
Where you use it
- Web: the event's Organisers field and its Gate and Counter tab; roles on the user
- The SmartMy Events app and the Gate app show each person only their events (built and in testing, not in the app stores yet)
- Not built: a time limit on a person's access to an event; remove the name after the event
What you control
Settings
- Organisers, Gate Staff, Counter Sellers: per event
- Roles: per user
Questions
Can a gate volunteer see buyers' phone numbers?
No. The gate sees names, the order number and the last four digits of the mobile, enough to find a ticket. Full mobile numbers and emails are shown to organisers and event managers.Do gate volunteers need a login?
Yes, a back-office login with the Event Gate Staff role, and their name on the event. Each counts as a user of the plan.Can an organiser scan at the gate?
Yes. Organisers and event managers can scan and sell for their events without being named as gate staff or sellers.How do I take access away after the event?
Remove the person from the event. They no longer see it, in the web or in the apps.Related features
FANS AND SEATINGSeveral organisers on one eventOn Scale an event can have as many organisers as it needs: the cultural secretary, the house captains, the alumni committee. Each sees and runs the event as their own, and each is told about its sales and stalls.PHONE APPSThe Gate app for gate volunteers, working without signalSmartMy Events Gate is the gate alone, for phones you hand to volunteers: scan, find a ticket, check in by hand and see the count. It keeps scanning when the signal drops and sends the scans when it is back. Nothing else is in it.AT THE GATEQR tickets checked in at the gateEvery paid or complimentary ticket carries a QR code. Gate staff scan it with a phone; the screen turns green with the name and seat, or red with the reason. Each ticket lets one person in, once.SELLINGCounter sales at the venue and the day's closingSell tickets at the venue or the school office, by cash, UPI or card, from the same count as the website. At the end of the day each seller declares what they took, any difference is explained, and a manager confirms.REPORTSBuyer and attendee lists to a spreadsheetTwo ready lists: the buyers, one line per paid order, and the attendees, one line per ticket. Each shows what the buyer agreed to and when. Tick the lines and export them to a spreadsheet.
See your next event on it.
Tell us what you are running, how many people come and how you sell today. We will set up the event with you on SmartMy Events.