Using the table occupancy manager and check-in monitor

The Table Occupancy Manager is your mission control for managing seating, monitoring capacity, and tracking guest arrivals in real-time. With the new live sync feature, you can watch your event fill up instantly as tickets are scanned at the door.

1. Accessing the Dashboard

1. Log in to your Event Dashboard.
2. Locate your event.
3. Click on "Occupancy Report"

2. Real-Time Check-In Monitoring (New!)

You no longer need to refresh the page to see who has arrived. The dashboard is now connected directly to your check-in scanners.

• Global Stats Bar: At the very top of the screen, you will see a live counter:
  • Total Guests: The total number of tickets sold/assigned.
  • Checked In: The number of guests currently in the venue. This number updates instantly every time a scanner beeps at the door.
• Table Progress Bars: Each table card has a green progress bar. As guests at that table arrive, the bar fills up automatically.
• Live Icons: If you have a table card expanded (viewing the guest list), the circle icon next to a guest's name will turn into a green checkmark the moment they are scanned.

3. Managing Your Tables

The "Smart Grouping" Toggle

• What it does: If your ticketing system sold seats as individual items (e.g., "Table 1-1", "Table 1-2", "Table 1-3"), your dashboard might initially look cluttered with hundreds of "tables."
• How to use it: Switch Smart Grouping to ON. The system will intelligently merge all those tickets into a single card called "Table 1," making it much easier to see who is sitting together.
• Pro Tip: Keep this ON for the cleanest view.

Updating Table Details (Sponsors & Captains)

You can rename tables or assign VIPs without leaving the dashboard.

1. Click the Edit (Pencil Icon) on any table card.
2. Sponsor Name: Enter the company or family name sponsoring the table. This will appear as a badge on the card.
3. Table Captain: Assign a point person for that table.
4. Capacity: Adjust the total seats available at that table.
5. Click Save.

Bulk Updates via CSV

Setting up 50+ tables manually is tedious. Use the Bulk Update feature instead.

1. Click "Bulk Update Tables" in the header.
2. Download the Sample CSV provided in the pop-up.
3. Fill in your data (Table Name, Sponsor, Captain, Capacity) in Excel or Google Sheets.
4. Save as CSV and upload it back to the dashboard.
5. The system will show you a preview of the changes before you confirm.

4. Managing Guests

Manual Check-In

If a VIP bypasses the main scanner or a guest's phone isn't working, you can check them in manually:

1. Click "View Guests" on their table card.
2. Click the Circle Icon next to their name.
3. Result: The icon turns green, the global count updates, and the Check-in App at the door is updated instantly to prevent that ticket from being scanned again.

Moving Guests (General Admission Only)

For events with Open Seating or General Admission tables, you can rearrange guests on the fly.

1. Click "Expand All" to see all guest names.
2. Click and hold a guest's name.
3. Drag them to a different table card and Drop them.
4. The change is saved instantly.

Note: This feature is disabled for "Reserved Seating" events. This protects your strict seating chart from being accidentally messed up.

5. Printing the Manifest

On event day, it is always good to have a paper backup.

1. Click the "Print" button in the top right.

2. A new window will open with a high-contrast, black-and-white version of your layout.

   This report includes a summary of:

   • Seated Guests: People assigned to specific tables.
   • Pending: People in the "Unassigned" bucket.
   • Utilization: Percentage of your total capacity sold.

Troubleshooting & Tips

• "The numbers aren't matching the scanner."

  • The dashboard updates in real-time, but if your internet connection drops, it might pause. Simply refresh the page to force a full re-sync with the database.

    "I can't drag and drop a guest."

  • Check if your event is set to "Reserved Seating". Drag and drop is intentionally disabled for Reserved events to prevent conflicts with the visual seat map.

    "I uploaded a CSV but nothing changed."

  • Ensure the "Table Name" column in your CSV matches the table names on the screen exactly (e.g., "Table 1" vs "Table 01"). The system uses the name to find the table to update.

    "Where are the unassigned guests?"

  • Look for a card named "Unassigned". This bucket collects everyone who purchased a ticket but hasn't been placed at a table yet. You can drag them out of here into specific tables (if GA).