Your team and the door
Invite people from Partners → Team. Roles decide what they see.
Door staff get the scanner and the door list, and nothing else — no orders, no sales, no payouts. They can scan any of your events that is on tonight or still to come, so you don't need to re-invite people for each show.
Managers can do nearly everything: edit events, see sales and payments, decide refunds, send messages, set up Stripe, and invite or remove people. The owner — there is one, and it can't be changed without contacting KOLA — is the only one who can request a payout.
Analytics can see events, sales, orders, attendees and reports, and can't change anything. No payments or payouts.
Accounting can see everything Analytics can, plus payments, payouts and the money reports, and can refund orders and answer refund requests. They can't edit events or request a payout.
Analytics and Accounting can't scan tickets. Give someone who works the door the Door staff role.
Inviting someone
Enter their email and pick a role — door staff unless you change it — and Send invite. They get an email with a link that works for that address only and expires after 14 days. If they're new to KOLA, the link signs them straight in.
Change somebody's role from the dropdown on their row, or remove them; either way they're emailed, and removing someone ends their access at once. Recall withdraws an invite that hasn't been accepted.
If you belong to more than one organizer, switch between them at the top of the portal. Your role can be different in each.
On the night
Open Ticket scanner, pick the event — tonight's is at the top — and point the camera. Green Checked in means let them in.
Amber Already checked in at a time means that code has been used, and it won't work twice. That is the point — it is what stops one ticket getting two people in.
Red means no, and says why: Invalid ticket (a code we don't recognise — an old screenshot of a ticket that has since been sent on reads this way too), Wrong event, Ticket refunded, Ticket cancelled, or Being sent to a friend — not valid until they accept. That last one means whoever held it has sent it on and the friend hasn't accepted it yet. Once they accept it on their phone, it works.
If somebody's phone won't cooperate, search the door list by the name on the ticket, the buyer's email or the ticket's reference, and check them in there. An order reference won't find them.
No signal? The scanner keeps going. While it has signal it saves the door list on the phone, so open it before doors. With no signal the top says Offline and when it last synced, tickets are checked against the saved list, and the scans are sent once the signal is back. Offline, the guest list finds people by name or ticket reference, not email.
If two doors let the same ticket in while offline, or a ticket let in offline had been refunded or sent on, it shows under Flagged at the door on the event's Attendee list.