Invite and manage staff

After you set up an event, you need to add staff — the people who will use the scanning app at the door. Each staff member is a separate account, assigned to one or more events and tagged with a role (for example “Check-in Lead”, “VIP Door Staff”).

All actions happen on the CMS at app.qrs.com.vn. Open the event you want to manage and select the Staff tab to see that event’s staff list.

Staff list overview

The staff list for an event shows the following for each person:

Column	Meaning
Name	The person’s display name (shown after they accept the invite)
Email	The email address used to invite them and to sign in
Role	The role you assigned for this event (for example “Check-in Lead”)
Check-ins	The number of successful scans this person has performed for the event
Status	Active, pending invite acceptance, or deactivated

A pending status means the invite has been sent but the person has not opened the email and set up their account yet. An active status means they can sign in to the scanning app.

Note

Each person’s check-in count reflects only the scans they performed for the current event. You can use this number to evaluate staffing after the event.

Invite a new staff member by email

This is how you add someone who has never been part of your team. They receive an email with a sign-up link, choose their own password, and join the team.

1. In the event’s Staff tab, select Invite new staff.
2. Enter the email address of the person you want to invite. The email must be valid — it is used both to send the invite and as the sign-in name later.
3. Choose the invite email language (Vietnamese or English) so the recipient reads the instructions in the right language.
4. Select Send invite. The system emails the invite and shows the invite link in the window.
5. Copy the invite link and send it directly to the person (by message, chat, and so on) if they do not receive the email, or wait for them to check their inbox.

When the invited person opens the link, they enter their name and set a password to activate the account. Once complete, they can sign in to the scanning app at portal.qrs.com.vn and will see this event in their list.

Tip

It can take a few minutes for the invite email to arrive. If it has not appeared after a few minutes, copy the invite link from the result window and send it to them directly.

Add an existing staff member to an event

If you already have staff from previous events, you do not need to invite them again. You only need to assign them to the new event.

1. In the event’s Staff tab, select Add from team.
2. Use the search box to filter by name or email if the list is long.
3. (Optional) Type the role you want to assign for this event — for example “Check-in Lead”, “VIP Door Staff”.
4. Select Add next to the person you want to assign.

The person immediately sees this event in their scanning app. The list in the window only shows people who are not yet assigned to the current event, to avoid adding duplicates.

Note

The same staff member can cover several events at the same time. Assigning them to a new event does not affect the other events they are working.

Assign a role to a staff member

A role is a label you use to recognise each person’s responsibility at an event — for example “Check-in Lead”, “VIP Door Staff”, “Coordinator”. Roles are free-form: you name them however suits your team. They help you and the staff divide work clearly.

You can set a role when adding staff (in the optional step above) or change it at any time:

1. In the staff list, open the action menu (three dots) at the end of the person’s row.
2. Select Edit role.
3. Update the role in the input box.
4. Select Save.

Tip

Use consistent role names across the whole team (for example always “Check-in Lead” rather than “Lead” one day and “Check-in Lead” the next). This makes it easier to analyse check-in reports by staff later.

Reassign staff to another event

When a staff member is already on this event but you need to move them to a different event, use the reassign action. The system removes them from the current event and assigns them to the new one.

1. In the staff list, open the action menu at the end of the person’s row.
2. Select Reassign to another event.
3. Use the search box to filter the target event if the list is long.
4. Select Reassign next to the event you want to move the staff member to.

After reassignment, the staff member no longer sees the old event in the scanning app (unless they are also assigned to it through another role) and will see the new event. Reassigning does not delete the account or the check-in history already recorded at the old event.

Note

If you want a staff member to cover both events at once, do not use reassign. Instead, open the other event and use Add from team to assign them there as well.

Remove a staff member from an event

When you no longer want a staff member on this event (for example a wrong assignment, or they withdrew), you can remove them.

1. Open the action menu at the end of the person’s row.
2. Select Remove from event.
3. Confirm in the dialog.

After removal, the staff member no longer sees this event in the scanning app and cannot scan tickets for it. Their previously recorded check-ins are kept so reports still reconcile.

Caution

For a staff member in the pending state (invite not yet accepted), this action cancels the invite. They will no longer be able to use the old invite link to activate an account for this event.

Remove a staff member from the whole team

If a person no longer works for you on any event, remove their account from the team. This deletes them from the entire team and blocks their ability to sign in.

1. Open the action menu at the end of the person’s row.
2. Select Remove from event.
3. In the confirmation dialog, tick the box Also delete this staff member from the team entirely.
4. Select Remove to confirm.

Danger

Removing from the team is a team-wide action, not just for the current event. A person removed from the team cannot sign in to the scanning app for any event. Use it only when the person is truly leaving the team.

Track each person’s check-in count

The Check-ins column in the staff list shows how many successful scans each person has performed for the current event. You can use this to:

• Evaluate workload distribution across staff.
• Identify which door or time slot needs more people.
• Reconcile total scans against per-door reports.

Tip

For more detailed numbers (by door, by time slot, by device), use the realtime dashboard and the scanner health report.

Quick reference

What you want to do	Action to use
Add someone new who is not on the team	Invite new staff (sends email)
Add someone already on the team	Add from team
Change role at this event	Edit role
Move someone to another event	Reassign to another event
Remove someone from one event	Remove from event
Remove someone from the whole team	Remove from event + delete-from-team box
See each person’s performance	Check-ins column in the list

Next steps

Once staff are assigned, the next steps are to assign them to specific doors and to walk them through signing in to scan.

Assign staff to doorsEach door needs at least one staff member. This is what decides who can scan at which door.

Sign in to the scanning appWalk staff through signing in to the scanning app for the first time at portal.qrs.com.vn.

Realtime dashboardSee how many guests are inside and each staff member's performance while the event runs.

Issue ticketsMake sure tickets have been issued before staff start scanning.

Assign staff to check-in doorsNext step: assign each staff member to the specific doors they will work.