Using the Notification Field
The Notification Field is a special text field designed exactly for this purpose. It gives your team a clear, visible heads-up right inside the guest profile.
What it is
The Notification Field is a text field that you can fill in for any guest. When you open that guest's profile in the Check-in App, the notification text appears in bold red—making it impossible for your team to miss.
It is also displayed when your team scans a QR code using Scan & Check-In mode, so the alert appears before the guest is checked in.
What to use it for
The Notification Field is perfect for any important note your check-in team needs to know at a glance:
| Use case | Example notification |
|---|---|
VIP guest | "VIP – escort to lounge" |
Table assignment | "Table 12" |
Special attention | "Allergic to nuts – check meal" |
Payment needed | "Owes $50 – collect at door" |
Clarification required | "Name misspelled – confirm ID" |
Media or press | "Press badge – direct to media area" |
Where the notification appears
| Location in app | Appears? |
|---|---|
Guest profile (when opened) | ✅ Yes – in bold red text |
Scan & Check-In pop-up (when scanning QR code) | ✅ Yes – before check-in |
Guest list view | ✅ Yes – but only if you make it visible |
Reports | ✅ Yes – like all other fields |
The notification is designed to be striking and immediate exactly when your team needs it: right before they take action on a guest.
How to add or edit a notification
You can add or edit the Notification Field in two ways:
Method 1: Via guest profile (web browser)
- Go to your event's Guest List in the web browser.
- Open the guest's profile.
- Locate the Notification Field.
- Type your message (e.g., "VIP - bring to manager").
- Click Save.
Method 2: Via guest list upload (CSV)
- Include a column named Notification in your guest list CSV file.
- Add your notification text for each guest in that column.
- Upload the file as usual.
Method 3: Via Check-in App (onsite)
- Find the guest in the Check-in App.
- Open their profile.
- Tap Edit.
- Scroll to the Notification Field.
- Type or edit the notification text.
- Tap Save.
The notification syncs instantly to all devices (just like any other guest data).
How it works with Scan & Check-In
When your team uses Scan & Check-In mode to scan a guest's QR code, the pop-up window will display:
- Guest name
- Guest company (if available)
- Notification text (if present)
This means your team gets the alert before the guest is automatically checked in. They can then take the required action (e.g., escorting a VIP) before the guest proceeds.
Important notes
- The Notification Field is just a text field. You can edit it as many times as you like, just like any other field.
- If you no longer need a notification, simply delete the text and save the profile.
- The field is optional. Most guests will have an empty notification field, which is perfectly fine.
Pro tips
- Keep notifications short. A few words are more effective than a full sentence. "VIP" is better than "This guest is a VIP and should be treated specially."
- Use consistent language across your team. Agree on terms like "VIP," "Press," "Table 12," so everyone understands immediately.
- Review notifications before the event. Make sure all VIPs, special cases, and important notes are entered before check-in begins.
- Update notifications onsite if needed. If a situation changes (e.g., a guest pays their outstanding balance), you can clear the notification right from the app.
Related Articles
- Customizing data fields
- Scanning QR codes – Scan & Check-In
- Adding, editing, and deleting guests
- Uploading guests