Participant passes for the students taking part
On Scale with SmartMy Campus, give a free pass to every student who performs or volunteers, picked by class, section, name or activity. Each pass carries the student's name, is sent to the family, and lets the student in at the gate.
PLANSScale onlyWith SmartMy Campus
Why it matters
On annual day, performers and volunteers need to get in, but they are not buying tickets. The office types their names into a list for the gate, or prints passes by hand, and some still get turned away. SmartMy Events issues one named pass per student from a class, a section, a list of names or an activity's enrolments. Each pass is sent to the family and scanned at the gate like any ticket. Students who already have a pass are skipped, and nothing is issued when the session cannot take them all.
The problem it solves
- Performers are stopped at the gate because their name is not on the volunteer's list.
- The office prints and signs passes for two hundred students by hand.
- Passes for performers fill the hall beyond what is safe, and nobody notices.
How it works
- Make a free ticket type for the passes and set it to By Code Only, so nobody else can order it.
- Open the published event and click Participant Passes. Choose the session and the ticket type.
- Choose the students by Classes, Sections, by name under Students, or, where activities are used, by Activities.
- Click Issue Passes. Each student gets one ticket with their name, as a free order for the family, and the family gets the usual tickets message.
- At the gate the pass is scanned like any ticket. It counts as complimentary in the figures, without a VIP mark.
Everything it does
Choosing the students
- Classes and sections of the Entity, students by name, or both
- With activities: the students with a confirmed or completed enrolment in the chosen activities
- The form shows how many students are chosen
- A student of another Entity is refused
Rules
- Only a free ticket type (price 0) can be used
- One pass per student per session: a student who has one gets no second
- All or nothing: when the session cannot take every pass, none is issued and the message says how many are left
- Passes count in the capacity of the session
- Who may buy and the limits per buyer are not asked, as the office issues them
The pass
- The student's name on the ticket, and a QR code that lets them in once
- Sent to the father, else the mother, else the guardian, else the student
- Counted as complimentary in the figures and reports, but not in the event's limit of complimentary tickets
- Not marked VIP
- A family's participant pass does not count as the family having bought, for invitation reminders
After issuing
- The new passes open as a list of orders, each with the student as Participant
- The event's history notes how many were issued, the ticket type and the session, and how many students already had one
- The Attendance report shows which participants came in, at which gate and when
- Issue again for another session, such as Day 2 of a fest
Who uses it
Event organiserIssues the passes from the class or activity lists.
FamilyGets the pass with the student's name, by the usual tickets message.
Gate staffScan the pass like any ticket.
Where you use it
- Web: the event's Participant Passes button; the passes open as orders afterwards
- Not in the apps: issuing passes is on the web
What you control
Settings
- The pass ticket type: free, By Code Only advised
- Nothing else to set
Notifications
- Tickets of a Paid Order: to the family contact of each student, with the link to the pass. In the app and by WhatsApp, SMS or email
Works with
SmartMy CampusClasses, sections, students and families come from Campus; activity enrolments from its activities.
Questions
Do participant passes use up our complimentary limit?
No. They are counted as complimentary in the figures, but not in the event's limit of complimentary tickets.What if the hall cannot take all the performers?
Nothing is issued, and the message says how many places are left. Raise the capacity or choose fewer students.Can I pick the students of the dance club?
Yes, where activities are used: choose the activity and its enrolled students get a pass.What if I issue passes twice by mistake?
A student who already has a pass for the session gets no second one.Can I cancel a pass?
Yes. A pass is an order like any other: an event manager can cancel its ticket, and it is refused at the gate from then on.Does a pass need a login?
No. The family gets the link to the pass by message, as for any ticket. With a login they also find it under My tickets.Related features
SELLINGComplimentary tickets with a VIP markGive tickets without payment to the chief guest, a sponsor or staff on duty, each with a reason and within a limit per event. Every complimentary ticket says VIP on the PDF, the phone and the gate, and nobody can take the mark off.WITH OTHER SMARTMY PRODUCTSParents, students, staff and alumni recognised as buyersWith SmartMy Campus, a signed-in buyer is known as a parent, a student, a member of staff or an alumnus. Each sees the ticket types meant for them, with limits per family such as two parent passes for each child.WITH OTHER SMARTMY PRODUCTSInvitations to classes and an Events tile on the parent portalWith SmartMy Campus, invite the whole school or chosen classes and sections to an event. Each parent and guardian is invited once, whatever the number of children, and you can remind only the families who have not bought. Parents also find your events from an Events tile on their child's page in the parent portal.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.REPORTSSales, money and attendance reportsSee what sold, what was collected and who came, by event, session and ticket type. Each event also has a Figures tab with what is left, and organisers see only their own events.
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.