At the door

Everybody who comes to your event shows one of two QR codes: a dancer shows their Vote4Dance ID, an audience member shows a ticket. The check-in station resolves both, tells the desk in one line whether to let the person in, and records that they arrived.

Selling the tickets is on Shop. The organization check-in, which is a different thing entirely, is on Registration and check-in.

What the desk needs

• A check-in station for the event, or a user with the Check-in app ticked. Create stations under Users, apps and stations before the day — a station signs in by opening its QR, with no password, and the device can scan that QR straight off the screen you opened it on.
• A phone, tablet or laptop with a camera, or a USB barcode scanner (which behaves as a keyboard).
• A dated schedule, if you sell day tickets or admit dancers only on the days they dance.

The station’s sign-in survives a new tab, so a QR opened with the phone’s camera app lands on the same station instead of a login screen.

One box for everything

The event page in the check-in app has a single box: scan a Vote4Dance ID or ticket, or type a name, e-mail or ticket code. It resolves whatever it is given:

What is scanned or typed	What happens
A Vote4Dance ID (or a pasted /checkin/user/… link)	Opens that person’s screen
A ticket QR or ticket code	Opens that ticket
A name or an e-mail	Filters the dancer list, and searches paid orders by buyer name and e-mail underneath

Scan next to the box opens the camera in the app itself, so the desk never leaves the page: the camera keeps running while you work through a person and takes the next code straight away. The phone’s own camera app still works as a fallback, because every code is a plain URL.

The person screen

The screen reads top-down as a verdict, then the detail:

1. The band: green Admitted or amber Ticket needed, with the reasons on one line under it — which classes they dance today, whether a ticket is needed and why (not dancing today, no approved registration, or the event admits dancers by ticket only), how many unused tickets are on their own orders, and whether the organization check-in is still pending. The Arrived button sits in the band, and turns into the arrival time with Undo once pressed.
2. Photo, name and birth date, so the desk can see it is the right person. Somebody with no photo shows “No photo on file” — ask them to add one in the app.
3. Tickets, when the person has bought anything: one row per ticket with its state and an Admit button.
4. Registrations and partners for the event, with start numbers and the organization check-in.

A scan box sits at the top of the screen and takes focus back after Arrived, so a desk with a scanner never has to touch the screen: the next ID or ticket opens the next person.

An audience member with no registration: the verdict asks for a ticket, and the three tickets on their own order are right underneath.

Registrations paid at the door

When a registration period is paid manually — at the door, by Swish or in cash — the person screen tells the desk what to collect:

• Each registration carries a Payment tag: red while unpaid, green once paid. Registrations in a free period have no tag.
• Above the registrations, To pay at the door shows the amount still owed, priced the same way as online checkout (per person or per entry, with any price ladder and what has already been paid taken into account), with the payment note from the registration period underneath.
• Entries whose online checkout is in progress are left out: the dancer is paying for them by card right now, and collecting cash as well would charge them twice.
• Payment collected asks the desk to confirm the amount, then marks all of the person’s unpaid registrations paid. The amount disappears and the tags turn green.

The amount covers the whole entry, so for a couple or a group it includes the partners’ share, and scanning either dancer shows it; one payment settles it. Rejected registrations are not charged. A check-in station can mark payment as well as a staff login on the event. A station can only mark entries paid, never unmark them, and it cannot mark entries that are being paid online, rejected or cancelled; undoing a payment is for staff.

Adding classes at the door

A dancer who wants to dance one more class can be entered at the desk. Add classes on the person screen (above the registrations, shown when the event has a registration period) opens the desk’s registration with the dancer already filled in; the desk picks the team and the classes.

• The class list warns but does not block. A class whose round has started, or whose heats are drawn, says so under its name: Already started or Heats are drawn, with the note that the organizer adds late entries to the start list by hand. The desk can still register the dancer; tell the organizer so they can place the entry.
• The review collects everything still owed. The new classes are priced together with the dancer’s entries that are still unpaid from before, and the review says how much of the amount is earlier: “Includes … still unpaid from earlier entries”. Payment collected marks both paid; Register without payment registers the new classes and leaves them owed.
• If the earlier entries cannot be marked paid, the new classes are still registered and paid, and the desk goes back to the dancer with a warning; what is still owed shows on the person screen as before.
• The desk’s registration does not reach the start lists by itself. On the person screen an approved entry is tagged Not imported once that competition’s participants have been imported but this entry has not; the organizer runs Update/import participants again (see Registration and check-in).

Arrivals

Arrived is recorded per person and per day, so a two-day event is marked each morning; earlier days are shown as history. Each arrival records who marked it — the staff member by name, or the station.

The Manager’s registration list gains an Arrived column once anybody has arrived, showing n/m members per registration with a filter for everyone, some or nobody. That is the list to watch from the office while the desk works.

Arrival is recorded for every dancer, whatever the admission policy says, and it never gates anybody: a dancer who is admitted is admitted whether or not the desk pressed the button.

Tickets

Scanning a ticket admits on the spot. A ticket that is valid today is used the moment its code opens, so the desk reads the verdict instead of tapping for it; Undo sits next to it on the band for the wrong QR, and Next person goes back to the box. Below the band is the detail: what the ticket is, who bought it, the order it belongs to, and when it was used.

A ticket for another day is not used automatically — it asks first (see below). Tickets opened from a person’s screen have an Admit button each, because the desk is choosing which one to use.

The desk sees	What it means
Valid — let them in	Unused and valid today.
Already used	Used, with when and by whom.
Wrong day	The ticket admits on another day. The desk can still use it, deliberately, after confirming.
Cancelled	Voided or refunded.
Not paid yet	The buyer’s checkout was never completed.

One ticket admits one person, once per day it is valid for. Tickets are bearer objects: a buyer can hand one to a friend without an account, and the code is what counts.

Selling at the desk

The desk sells the same catalog — Check-in → Sell — and can hand the ticket over immediately, e-mail a receipt, or put it straight onto a scanned person’s account. The receipt e-mail has a language picker that starts on the language of the event’s country, so a visitor from abroad can get theirs in English or another app language. Customers pay in cash, or by card on a staff member’s iPhone with Tap to Pay on iPhone (see Tap to Pay on iPhone); a customer can also scan the QR on the page and buy on their own phone. See Shop.

Check-in on a phone

The check-in screen fits a phone held upright. Scan is a camera icon beside the search box, and each person in the list shows their name with the arrived tag and country flag on the same line. When the cookie notice is showing, you can scroll the last card up above it.

Before the day

Work through The door card on the Shop page: Stripe connected, admission products on sale, the schedule’s days, stations created, and how many registered dancers still have no photo on their ID. Everything the desk needs is on that card.