Creating and Managing Check-In Team Members
Qflow supports two types of team roles: check-in team members (app-only access) and check-in admins (web dashboard and app access). This article covers creating team members, assigning them to events, setting restrictions, and optional guest allocation.
Check-In Team Members vs Check-In Admins
Check-in team members - Created directly by you with a friendly name, email, username, and password. They access the assigned event through the Qflow check-in app only.
Check-in admins - Existing Qflow account holders (free or paid) who you assign to your event. They can access the event from both their own web dashboard and the check-in app.
Create and Assign a Check-In Team Member
Open your event and click the Team button.
Click Assign team members and admins.
Under Or assign a new team member, enter the team member's name and email address.
Click Assign.
The team member receives an email with their Qflow check-in app login credentials.
Assign a Check-In Admin
Ask your team member to create a free Qflow account via the free Qflow account sign-up.
Open your event and click the Team button.
Click Assign team members and admins.
Select the admin's email from the Pick an existing team member dropdown.
Click Assign.
Once assigned, the admin can log in to their own Qflow web dashboard where your event appears in their event listings. They also have automatic access via the check-in app.
Note - Check-in admins are listed in a separate section above check-in team members on the Team page.
Set Team Member Restrictions
Restrictions control what a team member can do on the check-in app for a specific event.
On the Team page, click the Restrictions button next to the team member.
Toggle on any restrictions you want to apply:
Scanner-only mode - Limits the team member to barcode scanning only.
Prevent sign-out - Stops the team member from signing out of the app.
Prevent add guest - Blocks the ability to add new guests.
Prevent change guest info - Blocks editing of guest details.
Prevent checkout - Disables the check-out function.
Prevent override block - Stops the team member from overriding blocked guests.
Click Update restrictions to save.
Tip - Restrictions are set per team member, per event. When you copy a team from a previous event, all restrictions are carried over automatically.
Guest Allocation (Optional)
If guest allocation is enabled for your account, you can allocate guest slots to team members. Each team member receives a profile link where they can manage their allocated guests.
On the Team page, click Allocate next to the team member.
Set the number of guest slots and (optionally) assign tags to the allocation.
Save the allocation.
Allocated team members display a green badge showing the number of guests allocated. Click the badge to view or update the allocation details.
Remove a Team Member
On the Team page, click the red Remove button next to the team member.
Confirm the removal in the pop-up.
Send Notifications to Your Team
On the Team page, click Notify your team.
Select a specific team member from the dropdown, or choose All check-in team members.
Enter your notification message and click Send.
Sent notifications are listed in the Notifications section at the bottom of the Team page.
Copy a Team from a Previous Event
Instead of setting up each team member individually, you can copy an entire team (including all restrictions) from a previous event.
On the Team page, click Copy team from a previous event.
Select the source event from the dropdown.
Click Copy Team and confirm.