QR Checkin for Teams

Role requiredTournament organizer

What you’ll achieve: a calm registration desk, even at a big tournament — every arriving team is checked in with one scan or one short code, merchandise is handed out item by item, and you can always see who has arrived and who still hasn’t.

Where you are: inscriptions are closed and match day is here (or approaching). QR Checkin works alongside everything else in Stage 4 · On-site Management.

Open in Competition Manager→

Club PRO feature

QR Checkin for Teams is included in Club PRO. On lower plans the switch is locked; everything else about your tournament keeps working as usual.

What it does

When the feature is on for a tournament:

• Every confirmed team gets a personal QR code — in their registration confirmation email and on the reservation screen in the Volley World app. Next to the QR, players also see a short desk code (8 characters) they can simply read out.
• You check teams in on arrival — by scanning the QR with your phone in the Volley World app, or by typing the desk code into the Competition Manager on your PC.
• Merchandise hand-out is tracked per item. If the inscription form included products — team shirts included in the fee, or items players purchased — the check-in view lists them, and you confirm each hand-out (“2 of 3 shirts handed out”), with an undo for mis-taps.
• Everything lands in the team’s history — an unchangeable record of who checked the team in, when, and which items were handed out. Both your staff and the team can see it.

Screenshot pendingcompetition-manager/on-site/qr-checkin-01.pngThe QR Checkin dialog in the Competition Manager with the feature switch and the desk-code field

Turn it on for your tournament

1. Open your tournament in the Competition Manager and go to the Teams table.
2. Click QR Checkin in the toolbar (next to the team counters).
3. Flip the switch on. From that moment, confirmation emails include the QR block, and teams see their code in the app.

Codes exist from the start

Check-in codes are created for every team at registration, whether or not the feature is on. You can switch QR Checkin on the evening before — or even during the event — and every team’s QR and desk code works immediately. Teams that registered before you switched it on can find their QR on the reservation screen in the app; only teams registering afterwards get it by email.

Check a team in

From your phone (scanning): open the tournament’s admin tools in the Volley World app and tap the scan icon in the Teams tab. Point the camera at the team’s QR — the app shows the team, its players and its merchandise, and you confirm the check-in with one tap.

From the PC (desk code): in the same QR Checkin dialog on the Teams table, type the team’s 8-character desk code and press Look up. You’ll see the team card first — players, status, any merchandise — and confirm from there. Six characters are enough if they’re unambiguous; the lookup tells you if it needs more.

Checked-in teams show the Checked In status everywhere: in the teams table, its counters, and on the players’ own reservation screen.

Screenshot pendingcompetition-manager/on-site/qr-checkin-02.pngScanning a team QR with the mobile app, showing the team sheet with players and merchandise checklist

The code is the team, not the person

One QR / desk code identifies the team, not an individual player. Whoever shows it checks the whole team in. If a team is waitlisted, disqualified or deleted, the check-in view says so and blocks the check-in instead of silently accepting it.

Hand out merchandise

If the team bought or was granted products with their registration, the check-in view lists each item with its quantity:

• Tap Hand out on an item to confirm delivery — partially is fine (“2 of 3”).
• Mis-tapped? The small undo takes it back.
• Every confirmation is written to the team’s history with your name and the time — so at a 100-team event you always know which shirts went out and which didn’t.

The same delivery state appears in the team’s detail panel and in the Merchandise CSV export (a Delivered column), so the after-event reconciliation is one glance instead of a headcount.

Good to know

• New tournaments you create come with QR Checkin switched on (on Club PRO). Tournaments created before the feature existed have it off until you enable it.
• The switch is per tournament — run it at your big beach event, skip it for the small Friday league.
• If your Club PRO plan lapses, the feature pauses automatically; your data (history, delivery records) stays.
• Players never see organizer controls: with the feature off, there is simply no QR block anywhere.

What’s next

Once every team is in and playing, carry on with live scoring and the spectator link — and when the final whistle blows, head to Stage 5 · Close Tournament.