Annual day, sports day and school functions: entry passes for parents, with seat limits

Decide the numbers first

• Seats in the hall or ground, minus the seats for students, staff and guests.
• Divide what is left by the number of families. That is your passes per family — often two.
• Decide what happens if seats are left over: a second round for families who want more, opened a few days later.
• Decide if passes are free or paid. A small charge can cover chairs, sound or refreshments; many schools keep the annual day free.

Set it up on Yano

1. Create the event with the date, the reporting time and the venue, and set the total number of passes.
2. Make one pass type, for example “Parent pass”, and set the most one family can book — say 2.
3. Add the questions you need, such as the student’s name, class and section, so the office can see which family each booking belongs to.
4. For two shows in a day, make a pass type for each show with its own seats. The seats are counted separately, and each pass shows which show it is for.
5. Share the link in class groups. Free passes cost the school nothing; for paid passes, parents pay the school directly by UPI or through the school’s own Razorpay or Cashfree account.

What parents get

• A pass for each person by email, with the date, venue, reporting time and a directions button.
• Each pass can be sent to the other parent or a grandparent on WhatsApp in one tap, so families don’t have to arrive together.
• If the email is lost, they find the passes at yano.club/my-tickets with their phone number and email.

At the gate

Send the scanner link to the teachers and volunteers at each gate. It opens on any phone with no app or login, and gives no access to money or settings. Each pass works once, so a forwarded screenshot shows as already used, with the time and name. Several gates can scan at once. If a parent arrives without the pass, look them up by mobile number.

Tips from the gate

• Ask parents to open the pass before they reach the gate and turn the screen brightness up.
• Put two people at a busy gate: one scans, the other helps the parent whose phone won’t cooperate.
• The scanner checks passes online; if the network is weak in the hall, keep a printed guest list as a backup.
• Write the entry rules in the description: gate opening time, no entry after the programme starts, where to park.

The same setup for other school events

Sports day, a cultural evening, a graduation ceremony, a science exhibition open to families, a parents’ workshop: anything with limited seats works the same way. Next year, open this event and tap “Repeat this event” to copy everything and change only the date.