How WaitWell powers virtual queues for events
WaitWell’s event mode streamlines visitor entry with one-time QR codes, real-time tracking, and detailed reports for smooth event management.
Cassidy • February 19, 2025 • Watch Time: 2:39 min
Table of Contents
- Introduction [0:00]
- What makes event mode unique [0:08]
- How it works [0:22]
- Confirmation and QR code issuance [0:42]
- QR code scanning and entry [0:54]
- Real-time queue monitoring [1:12]
- Event mode reporting features [1:28]
- Key reports for event management [1:37]
- Ticket volume report overview [1:56]
- Additional features and customization [2:04]
Transcript
Introduction [0:00]
Hi, I’m Cassidy, and today I’m excited to introduce you to WaitWell’s event mode—a powerful solution for managing visitor entry efficiently and seamlessly.
What makes event mode unique [0:08]
What makes WaitWell’s event mode unique is that, unlike other systems, it generates a one-time-use QR code for each visitor. Staff can then easily scan this QR code using the WaitWell staff app on any mobile device, allowing for a smooth and secure single-entry admission.
How it works [0:22]
Let’s walk through how it works. When a visitor arrives, they have multiple options for joining the queue, but here I am showing a visitor using the QR code. Once they scan the QR code, they are prompted to complete a customizable intake form where they can enter details such as their name and phone number. This form can be fully tailored to meet the specific needs of your organization.
Confirmation and QR code issuance [0:42]
After submitting their information, they receive a confirmation message displaying their position in line. When it is their turn to enter, they automatically receive a one-time admit QR code via SMS, email, and the web app.
QR code scanning and entry [0:54]
This QR code includes clear, customized instructions, ensuring visitors understand exactly what to do next. Upon arrival, they simply present their QR code to an attendant, who scans it using the WaitWell ticket scanner. The system then automatically admits the visitor and updates the real-time capacity count, providing an accurate and efficient way to manage entry.
Real-time queue monitoring [1:12]
On the back end, staff can monitor the queue in real time. If needed, staff members also have the option to manually admit visitors with a single click, which updates the total admission count just as if the QR code had been scanned. This provides additional flexibility and ensures smooth operations.
Event mode reporting features [1:28]
Event mode also gives organizations access to over 34 exportable and sortable reports that offer valuable insights into visitor flow and operational efficiency.
Key reports for event management [1:37]
Two of the most useful reports for event management are the location summary report and the ticket volume report. The location summary report tracks key metrics such as average wait times, service durations, cancellations, and no-shows. It can even be sent directly to your email every day.
Ticket volume report overview [1:56]
The ticket volume report provides a comprehensive view of admission trends, helping organizations analyze visitor flow and optimize event planning.
Additional features and customization [2:04]
WaitWell is designed to be feature-rich and highly customizable, allowing organizations to tailor workflows to fit their specific needs. Some of the features that complement event mode include:
- Integrated payments for seamless transactions
- Customer reviews and insights to enhance service quality
- Waivers and attachments for efficient document management
- Customized communication and two-way messaging to improve visitor engagement
- A real-time dashboard that provides live operational updates
