Getting started is easy! First, create an Event Admin account by clicking the "Create Account" link on our homepage. Once your account is verified, you'll be guided through a step-by-step setup process that includes entering your venue and sponsor information, setting your event date, and configuring volunteer roles and capacities. From there you can generate registration links and QR codes for guests, volunteers, and vendors.
Our system is web-based and works on any device with an internet connection and modern web browser (Chrome, Firefox, Safari, or Edge). No special software installation is required. For the best experience, we recommend using a computer or tablet for administrative tasks, though the system is fully mobile-responsive for volunteers and guests.
Volunteers register through a custom link you'll provide, choosing from the specific roles you've configured for your event, each with its own description and remaining capacity. If a role fills up, volunteers can join a waitlist and you'll be notified when a spot opens. From the admin dashboard you can track volunteer status, manage role assignments, and send group messages to your volunteer team.
Each honored guest is registered individually, so a family with more than one guest submits the form once per guest. The registration form captures allergies, wheelchair or accessibility device needs, t-shirt size (if enabled for your event), and other special notes for that guest, along with emergency contact and respite caregiver information. Buddy pairings are assigned by your event admin team, not automatically.
Our mobile check-in system makes event night smooth and efficient. Volunteers can use tablets or smartphones to check in guests by scanning barcodes or searching by name. The system instantly displays guest information, buddy assignments, and any special notes at the moment of check-in.
Vendors register through a public form that collects their business name, vendor category, a summary of services, full contact and address information, and an optional logo upload. If vendor capacity is reached, new applicants are placed on a waitlist and notified when a spot opens. From the admin dashboard you can review and manage vendor applications for your event.
Yes. The badge system generates a barcode or QR code for each registered participant, used for check-in on event night. You can preview and approve badges individually or generate them in bulk by participant type, then print using one of several supported Avery label templates - or print blank badges for walk-ins.
Yes. Each volunteer's background-check status is tracked as Completed, Not Started, or Exempt (volunteers under 18 are automatically exempt starting three months before the event). You can set a background-check link for your event pointing to your own screening provider - the system tracks completion status but doesn't run checks itself.
Yes, for the service plan fee your organization pays when creating an event on the platform. You can configure a percentage or fixed-amount discount, an optional maximum discount cap, and a valid date range for each code.
Yes. From the Communications tool you can send email to specific recipient groups - all guests, male or female guests, specific volunteer roles, training or background-check status groups, setup/takedown volunteers, or all vendors - without needing to export a contact list.
Yes. The Reports dashboard shows volunteer role capacity, an event readiness score, and registration trends, and you can export a PDF event report with an executive summary and volunteer assignment details.
Yes. You can invite other users to your event with one of three access levels - full, read-only, or limited - so you can delegate day-to-day management without sharing your own login.
We take data security seriously. All traffic is encrypted with SSL, and System Admins can create an on-demand backup of your event data at any time from the admin dashboard. Your data is never shared with third parties without explicit permission.
Yes. Both the admin dashboard and the public registration forms are available in English, German, Spanish, French, and Portuguese.
Volunteer registration is a one-time public form with no account or login, so volunteers can't edit their own details afterward. If a volunteer needs to change their contact information, role, or availability, they should reach out to your event admin team directly, who can update the record for them from the admin dashboard.
We provide written guides and an administrator manual covering the system's features, and our support team is available by email for anything else. We understand the unique challenges of event night and are happy to help.
We recommend starting 8-12 weeks before your event date. This gives you time to set up all components, recruit and train volunteers, and allow families adequate time to register their honored guests.