Real setup, names changed
A 16-city open house roadshow checked in by name, no scanner needed
Private school network running admissions open houses · Google Sheets add-on
Harborview Schools (name changed) tours the country every year with admissions open houses — Cebu one weekend, Davao the next. Same event, different city, sixteen times.
The situation
Families register online, but many parents arrive without the email open or with a phone that is out of battery. Forcing everyone to present a QR code at a busy welcome desk creates a queue and a bad first impression.
The team also did not want to rebuild the ticketing setup for every city stop.
The setup
Clone the sheet for each city
One configured spreadsheet per city, copied from the previous stop. Registrations flow in, tickets go out automatically as new rows arrive.
Find guests by name at the desk
Welcome desk staff use the find-and-check-in screen: type a few letters of the family name, tap the right guest, done. The QR code is a shortcut, not a requirement.
Guides: Attendee summary format · Check guests in on event day
A readable summary line per guest
The summary format shows name, number of family members, and grade level of interest, so the desk can greet each family properly and direct them to the right talk.
Guide: Attendee summary format
Local staff added per city
Each city stop gets its own check-in staff — usually two or three admissions officers with their own phones. Access ends when the event does.
Guides: Let your team scan tickets too · Session check-in and permissions
What happened
Sixteen city events ran on the same recipe, with over 3,700 registered families and no dedicated ticketing hardware.
Because unused check-in credits never expire, credits bought for one city roll over to the next stop on the tour.
Features used in this example
More examples
Next step
Set up the same thing for your event
Free for your first 10 attendees. After that, pricing is per attendee — and unused check-ins never expire.