Best Practices
Following these guidelines will help your events run smoothly and keep data accurate.
Before Sales Open
- Populate Prices & Descriptions in your shop so the spreadsheet includes trip names – saves you time later.
- Set Up WhatsApp group early and paste the invite link in Settings.
- Train Volunteers – share the QR scanning link from a test trip so they can practise.
During Sales
- Import Regularly – upload the booking spreadsheet at least once a day so participants receive tickets promptly.
- Watch for Duplicates – the importer counts appearances; accidental double purchase will show as two tickets (by design).
On the Day
- Arrive Early – open the scanner 15 min before departure while queue is short.
- Have Spare Devices – a tablet with a large screen makes scanning in bright daylight easier.
- Use Morning/Afternoon Counters to verify everyone is back on the coach.
After the Trip
- Export for SU as soon as possible while data is fresh.
- Review Transfers to ensure payments match records.
- Delete Old Trips after all reporting to keep the dashboard uncluttered.
Data Protection
- Only collect data you need – phone and emergency contact are sufficient.
- Remove admin rights from graduates.
- Never share scanning links outside your volunteer group.