VIPs

The VIPs area is a per-event roster for guests like sponsors, photographers, and press — people who need to be tracked and checked in, but who aren't running a shift.

VIPs are not app users. They have no login, no volunteer record, and never appear in the participants list. The VIP roster exists purely so event staff can record who received a pass and who checked them in — it is entirely separate from volunteer sign-up and shift management.

VIP types

A VIP type groups guests who belong together — for example "Sponsor", "Press", or "Artist". Types are created and renamed from the VIP Types section on the VIPs tab, and each type belongs to exactly one event; it can't be shared across events.

Each type can also carry an optional short Description for operational instructions — the canonical example is which wristband or pass colour that type receives. The description shows on the type row and above that type's group in the roster, so check-in staff see it while they're working.

Adding VIPs in bulk

Click Bulk add, pick a VIP type and a count, and submit once. The system creates that many numbered placeholder rows for that type (for example "Sponsor 1", "Sponsor 2", "Sponsor 3"). The idea is one row per person or per pass, so rename each row as the real guest names come in — a placeholder row is not itself a guest until it's given one.

Renaming a row

Edit a row's Name, Organization and Note fields directly in the roster. The Note field is free text for anything the desk needs to remember about that specific guest — for example which event member created the contact. Changes save automatically when you move out of the field (on blur) — there's no separate save button.

Arrival tracking

The Mark arrived control on a row records the exact time and the staff member who pressed it, and the row displays both. Because bulk add creates one row per pass, the roster answers a very practical question: how many passes has this sponsor already collected, and who handed them over? This is the entire point of the feature — it's the record that resolves a dispute over how many passes were already given out.

If a check-in was a mistake, click Undo arrival to clear the mark and correct it.

Deleting VIPs and VIP types

Two separate rules apply, each protecting a different piece of information:

• A VIP row can only be deleted while it hasn't checked in yet. Once a row is marked arrived, the delete control is disabled — undo the arrival first if it was a mistake, but the row itself can't be removed while it carries a check-in record. This is what makes the arrival record trustworthy: it can never quietly disappear.
• A VIP type can't be deleted while VIPs are still assigned to it. Reassign or remove those VIPs first. This prevents a type from disappearing out from under rows that still reference it.

Who can use it

VIPs are available to Event Admins and Volunteer Coordinators by default. Area Leads do not have access — VIP check-in is event-wide staff work, not scoped to a particular volunteer team.