Why and How a Seamless Check-In Process Protects Your Event and Enhances Efficiency
Streamlined Check-In Process for Coaches, Event Staff, Officials, and Athletic Trainers
We make check-in quick and easy with a unique QR code generated for each event. Here's how to locate your event's QR code:
Where to Find Your Event's QR Code:
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Email Notifications:
- 30 Days Before the Event: You'll receive an email with details about your QR code. Look for the subject line: "Check-in QR Code" to find it quickly.
- 7 Days Before the Event: A reminder email with the same subject line will be sent to help you locate the QR code as the event approaches.
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Tourney Direct Management Portal:
- Once your event is added, a new event dashboard is automatically created in the portal, along with a unique QR code.
- To access it, select the event name from the dropdown menu and click "Click Here to View" under the QR code section. A printable page will open for your convenience.
This system ensures you always have easy access to your event's QR code for seamless check-in of your staff on the day of your event.
How the QR Code Works:
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Setting Up the QR Code:
- You can display the QR code by printing it out or pulling it up on a laptop or mobile device.
- Post it at key locations like the staff information tent or check-in table on the day of your event.
- For convenience, consider printing multiple copies or creating posters to place at main entrances. The choice is yours!
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Using the QR Code:
- For Attending Staff:
- Attendees can scan the QR code with their mobile device upon arrival.
- Confirmed Staff: If recognized, they simply scan and go—no form needed!
- Unrecognized Staff: If not recognized, they’ll be prompted to complete a quick, 5-field form that takes about 30 seconds.
- For Attending Staff:
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Tracking Check-Ins:
- Confirmed Staff: Their status will automatically update from "confirmed" to "checked-in" on your event dashboard.
- Non-Confirmed Staff: Any unconfirmed attendees who scan the code will be added to your event dashboard, giving you a complete list of all coaches, staff, athletic trainers, and officials in attendance—whether confirmed for a stipend or not.
This system simplifies tracking attendance and ensures you have a clear overview of everyone participating in your event.
Why is Using the QR Code Critical? Can't Staff Just Sign In on Paper?
While a QR code check-in process might seem informal, it’s a crucial part of ensuring accuracy and protecting both you and your staff. Here’s why:
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Stipend Payments:
- For stipend staff, scanning the QR code is the only way to trigger the payment process. Without it, payments cannot be processed, and financial calculations on your event dashboard won’t update.
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Attendance Tracking:
- The QR code serves as a real-time attendance tool. Staff members confirmed for the event who haven’t checked in within 30 minutes of the start will receive automated reminders to do so.
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Data Collection:
- It captures important data about confirmed and attending staff, which helps calculate reliability metrics like the No Show Rate.
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Streamlined Process:
- The QR code provides a seamless and efficient way to check in hundreds of staff members, eliminating ambiguity about who was or wasn’t present.
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Marketing and Planning:
- The system allows you to consolidate attendance data into a downloadable list, which can be shared on your website or social media. This creates a transparent record of participation, helping to build credibility and support your sales cycle for future events.
By using the QR code check-in process, you ensure accurate payments, reliable data, and a streamlined experience for both staff and event organizers. It’s more than just a check-in—it’s a foundation for success.