Passes

A pass is anything with a limited number of uses per participant: a Drink Pass with five drinks, a Photo Pass with two prints. Every participant gets the same number. Staff redeem one use at a time by scanning the participant’s Event Pass QR code (see Pass on the Onboarding page).

Who can do this: Org admins create and edit passes. Org admins and station staff redeem them, in the organiser app. Read-only users can see passes and their redemption log.

Where: Event → Engagement → Passes (to set up), and Passes in the organiser app (to redeem)

Participants only see passes while the Passes module is on. In the app, they see their own balance for each pass, and can open their Event Pass QR code to show at the counter.

Create a pass

1. Click New pass.
2. Enter a Name, for example “Drink Pass”.
3. Enter the Unit: what one redemption is, for example “drink”. It reads as “2 of 5 drinks left”.
4. Set the Default allotment: how many uses each participant gets (at least 1).
5. Optionally, add an Icon, such as an emoji.
6. Click Create pass.

Edit or switch off a pass

1. Click the pass, then Edit.
2. Change the name, unit, allotment or icon.
3. To switch the pass off, turn off Active. “Off hides it from participants and staff. Existing balances are kept.”
4. Click Save changes.

An inactive pass can’t be redeemed until you turn it back on.

Redeem a pass at the counter

Redeeming happens in the organiser app, on a phone at the counter.

1. In the organiser app, open Passes from the event’s Overview.
2. Tap the QR button on the pass you’re redeeming.
3. Point the camera at the participant’s Event Pass QR code.
4. The app shows their name and how many are left, for example “3 of 5 drinks left”. Scanning alone doesn’t use anything up.
5. Tap Redeem one. If they have none left, the app says so and nothing is redeemed.
6. Tap Scan next for the next person.

Made a mistake? Tap Undo straight after redeeming to give the use back.

Tip

If the connection drops while redeeming, tap Retry. It won’t redeem twice.

Check the redemption log

Click a pass on the dashboard to see its Redemption log: who redeemed, when, and which staff member did it. Undone redemptions show as “(undo)”. In the organiser app, the history button on a pass shows the same log.