How to run ArkPass

ArkPass Operating Manual

Event registration, invitations and door check-in

1. Signing in

Organisers work from the Command Center; door staff use the Scanner screen.

1. 01Open the ArkPass address in a browser and choose Organiser login.
2. 02Sign in with the account provided to you.
3. 03The Dashboard lists your events. Select an event to open its Command Center.
4. 04Use Find my pass if a guest needs their own pass link resent to them.

2. Creating an event

Everything a guest sees comes from these details, so fill them in first.

1. 01On the Dashboard choose New event.
2. 02Enter the name, date, start time, venue and capacity.
3. 03Write the description shown on the public registration page.
4. 04Upload the event image (key visual) that appears on the registration page.
5. 05Set the host organisation and contact email; add a CC address if a colleague should receive a copy of every email.
6. 06Choose Draft while you prepare, then Published when registration should open.
7. 07Save. The public registration link is shown on the event page and can be copied or shared as a QR code.

3. Event settings that control the guest flow

These switches sit on the event page and in Edit details.

1. 01RSVP required: guests reply yes or no before a pass is issued.
2. 02Passes released: turn on when you are ready for QR passes to be viewable.
3. 03Email guests automatically on registration: leave off to keep all sending in your hands; turn on to acknowledge each registration immediately.
4. 04Email the pass when they reply yes: off by default; turn on to release a pass the moment a guest accepts.
5. 05Waitlist: when capacity is full, extra registrations are held and can be promoted.

4. Writing the emails

Open the Messages tab. There are five messages, each with its own wording.

1. 01Invitation & RSVP: the invite and its reply link.
2. 02Confirmation: a general notice you can send to everyone, confirmed guests only, or those who replied yes.
3. 03Pass: delivers the QR pass.
4. 04Reminder: sent close to the event.
5. 05Feedback survey: sent after the event.
6. 06For each message set the subject, heading, body and button label. Leave the button label blank to send that email without a button.
7. 07Use the formatting tools for bold, italic, underline and links. Press Enter for a new line and twice for a blank line.
8. 08Insert placeholders such as {first_name}, {event_name}, {date}, {venue} and {reference}; they are replaced with each guest's own details.
9. 09Upload an email banner for the whole event, or override it for one message.
10. 10Use the live preview on the right, send yourself a test email, then Save wording.
11. 11Restore default returns a single message to the original wording.

5. The RSVP reply page and follow-ups

Found under Messages, Invitation & RSVP.

1. 01Edit the intro, question, yes and no button labels, and the wording shown after each answer.
2. 02Set the thank-you note and the waiting-for-pass note shown after a yes.
3. 03Choose whether the QR pass button appears after a yes, and what it is called.
4. 04Automatic follow-up: switch it on and pick which message is emailed when a guest replies yes. Each guest receives it once.
5. 05Save wording applies these together with the message wording.

6. Sending

Nothing is emailed until you send it. Every send asks you to confirm first.

1. 01Bulk sends sit at the top of the event page: Send invitations, Send confirmation, Send passes, Send reminders, Send survey.
2. 02Choose the audience for a confirmation: everyone, confirmed only, or replied yes.
3. 03The confirmation window shows how many people will receive it and a few sample addresses. Review, then confirm.
4. 04Schedule instead lets you pick a date and time (Singapore time). Scheduled sends appear as a chip and can be cancelled or rescheduled.
5. 05To email one person, use the buttons on their row in the Attendees tab: RSVP, Confirm, Pass, Remind, Survey.
6. 06Retry failed re-sends only to the addresses that did not go through.
7. 07The Delivery log shows, per guest, what was sent on each channel.

7. Managing attendees

The Attendees tab is your working list.

1. 01Search by name, email or reference, and use the filter chips to narrow the list.
2. 02Status sets a guest's stage. Choosing Confirmed records their RSVP as yes and Declined records it as no, which is useful when someone replies by phone.
3. 03Edit corrects a salutation, name, email, phone, company, job title or dietary note. Existing passes stay valid.
4. 04The note icon stores a short internal note for your team only.
5. 05Delete removes a guest permanently after a named confirmation.
6. 06Promote moves a waitlisted guest into a free seat.
7. 07Export attendance downloads the full list as a spreadsheet file.

8. At the door

Use the Scanner screen on a laptop, tablet or phone.

1. 01Open the event and choose Check-in scanner, or go to the Scanner screen and pick the event.
2. 02Set a Station ID for each device, for example main-door or vip-door.
3. 03Start camera and hold the guest's QR code in view. A tick means checked in.
4. 04A barcode scanner also works: keep the Barcode scanner card listening, then scan. The guest's reference code can be typed in instead.
5. 05Already checked in means the pass has been used; the screen shows the earlier time.
6. 06If a pass will not read, search the guest by name or email and check them in manually.
7. 07Badge printing can be left on to print as each guest arrives.
8. 08The Stations panel shows how many guests each door has processed.

9. After the event

Reporting and closing off.

1. 01The Live check-in tab shows attendance, no-shows and recent arrivals.
2. 02Send the feedback survey to everyone who attended.
3. 03Survey results appear in the event's reporting area.
4. 04Export attendance for your records.
5. 05Anonymise personal data removes guests' personal details when the event record is no longer needed.