How to Manage Recurring Events & Capacity Rollover with Zero Booking Fees

Who this guide is for

Pub managers, club promoters, studio hosts, and recurring workshop organizers worldwide who run the same night every week and need one permanent poster QR that never changes between sessions — with zero booking fees on ticket face value.

• Friday live music with a 50-person door cap
• Weekly club / DJ nights
• Recurring studio classes and workshops
• Open-mic or comedy nights that roll every week

Zero booking fees, full control

Recall Events lets guests register on your branded page, pay you directly (bank transfer, payment link, or pay at the door), and receive Apple / Google Wallet passes. Platform fees on ticket face value stay at 0% under the current Events model. You keep the audience relationship.

Step 1 — Create the recurring event once

1. Sign in to the Events dashboard and open Create Event.
2. Set the title, venue, and first session date/time.
3. Set Max Capacity (maxCapacity) — e.g. 50 for a 50-person room.
4. Configure door rules (ID check, pay-at-door, re-entry) and save.

Your public registration slug is permanent. Guests always use the same link after every weekly rollover.

Step 2 — Print the permanent Poster QR

On the Events dashboard card for your event, use the second row of actions:

1. Registration Page — opens the live guest landing in a new tab.
2. 📱 Poster QR & Link — opens the modal with the permanent QR, copyable URL, and 📥 Download QR Code (PNG).
3. Staff Access — share scanner link + staff PIN with door crew.

Laminate the PNG for posters, flyers, and bar counters. The QR encodes your public registration URL and never changes between sessions.

Step 3 — How guests register each week

1. Guest scans the poster QR or opens the Registration Page link.
2. They register for the Current Active Session only.
3. Capacity counts toward Max Capacity (maxCapacity) for that session.
4. They add the ticket to Apple Wallet or Google Wallet and show the QR at the door.

Step 4 — Roll to the next session / week

When Friday’s crowd is done and you are ready for next week:

1. Open Attendees (Attendee CRM) for the event.
2. Confirm the session filter shows Current Active Session.
3. Click 🔄 Roll to Next Session / Week.
4. Pick the next session date and time, then confirm.

What happens on confirm:

• Current tickets move to status ARCHIVED.
• currentSessionNumber increments.
• Registration capacity resets to 0 / Max Capacity for the new session.
• Public slug, Registration Page URL, and Poster QR stay exactly the same.

Step 5 — Door safety with the scanner

Door staff open the Recall Scanner PWA, enter the event slug + Staff PIN, and scan Wallet QRs.

• Valid ticket for the Current Active Session → entry allowed.
• Already scanned → re-entry rules apply as configured.
• Archived / past-session ticket → rejected with PAST_SESSION.

Step 6 — History & CSV export

In Attendee CRM:

1. Keep Current Active Session selected during the live night.
2. Switch to past / archive sessions when you need history.
3. Use 📥 Export All Sessions to CSV for a full export across sessions.

Weekly ops checklist

1. Confirm Max Capacity still matches the room.
2. Verify Poster QR still opens the Registration Page.
3. Brief door staff on Staff Access / scanner PIN.
4. After the night: 🔄 Roll to Next Session / Week.
5. Optional: 📥 Export All Sessions to CSV for bookkeeping.

FAQ

Do I need a new QR every week?
No. The Poster QR is permanent. Only the ticket validity window rolls with the session.

Can last week’s Wallet pass get in?
No. The scanner returns PAST_SESSION for archived tickets.

Does rollover change SEO / public URL?
No. The public slug and Registration Page URL stay stable for Google and for printed materials.

Is there a booking fee on tickets?
Under the current Events model, platform fees on ticket face value stay at 0%. Guests pay you directly.