Temple Hillel B'nai Torah · May 4, 2026
Check-In Volunteer Guide
Your Primary Tools Tonight
🎟 One Stage Concert
🟢 Open LIVE — One Stage Check-In
🍽 Family Concert & Dinner
🟢 Open LIVE — Family Concert Check-In
Bookmark both links before you arrive · Works on your phone
📋 Haven't done your training yet? Complete it here before May 4 →
~275+ guests · 6–7 volunteers total · assignments confirmed at pre-event huddle
🙋 Greeter / Line Director
- First contact — smile!
- "Do you have your ticket ready?"
- Send to the right lane
- Prevent bottlenecks
📱 QR Scanners (2–3)
- Scan e-ticket QR codes
- Confirm valid in Zeffy
- Goal: 5–10 sec per person
- Fastest lane
🔍 Manual Check-In (2)
- Search by name or email
- Mark checked in
- For guests without QR
🛠 Problem Resolution (1)
- Handle all exceptions
- Most experienced person
- Keep main lanes clear
🌊 Floater (1)
- Help wherever needed
- Reduce bottlenecks
- Cover breaks
🚪 Entrance
↓
Greeter · "Ticket ready?"
↓ splits into 3 lanes
Lane 1 · Fastest
🎟 Ticket Ready
QR Scan
Lane 2
🔍 By Name
Manual lookup
Lane 3
🛠 Help / Issues
Problem resolution
Print signs for each lane. Keep the Help Desk physically away from the main flow.
📱 QR Code Scan — Lane 1
Ask guest to open their ticket on their phone
Open your camera and hold it over the QR code
Tap the Zeffy link that appears on screen
Tap Yes when asked if you are staff or volunteer
Green page = valid ✅ · Date shown = already scanned ❌ → Problem Resolution
🔍 Manual Check-In — Lane 2
Open your campaign's Check-In Manager — One Stage or Family Concert
Ask for their name or email
Find them, tap "Check In"
Updates live — welcome them in!
✔ All devices sync live · ✔ You can undo a check-in if needed
Guest has no ticket ready
→ Send to Lane 2 (Name Lookup)
Can't find their name
- Try a different spelling
- Search the person who bought the ticket
- Still nothing? → Problem Resolution
Ticket already scanned
- Ask for their ID or name to confirm
- If legit, let them in (or reset if needed)
- Unsure? → Problem Resolution
Multiple people, one ticket buyer
Confirm how many are in the group, then check in each ticket one by one.
Guest is getting upset
Stay calm. Don't argue. Move them to Problem Resolution right away.
"No problem — we'll sort it out right over here."
Tap each item to check it off
Before the Event
Bookmark both LIVE Check-In Manager links on your phone
Complete the training page practice run
Confirm your lane assignment with Len or the event lead
Charge your phone to 100%
Know where the printed backup guest list is
Arrive 30–45 Min Before Doors
Open both LIVE Check-In Managers and confirm access
Test QR scanning on your device
Confirm live sync (check same name on two phones)
Review your lane assignment and set up signs
Confirm WiFi — know the hotspot backup
Peak Arrival (First 30–45 Min)
Push QR scanning lane — it's the fastest
Keep Problem Resolution separate from main lanes
Greeter stays active — nobody wanders
Monitor line length, shift the floater as needed
Primary System
Zeffy Check-In Manager — two campaigns, open on multiple devices. All check-ins sync live.
Backup Options
- Printed alphabetical guest list
- Laptop or tablet logged into Zeffy
- Mobile hotspot if WiFi fails
⚠ If System Goes Down
- Use the printed guest list
- Check off names with a pen
- Let them in once verified
- Reconcile in Zeffy after
Security
- Registered guests only
- No walk-up ticketing
- Unclear? → Problem Resolution
Be warm & calm
Keep it moving
Don't argue
Always verify
Escalate fast
Flow > perfect
First impression matters. You've got this. 🎶