Getting started is easy! First, create an Event Admin account by clicking the "Create Account" link on our homepage. Once your account is verified, you'll be guided through a step-by-step setup process that includes entering your church and venue information, setting your event date, and configuring volunteer roles and capacities. From there you can generate registration links and QR codes for guests, volunteers, and vendors.

Our system is web-based and works on any device with an internet connection and modern web browser (Chrome, Firefox, Safari, or Edge). No special software installation is required. For the best experience, we recommend using a computer or tablet for administrative tasks, though the system is fully mobile-responsive for volunteers and guests.

Volunteers register through a custom link you'll provide, choosing from the specific roles you've configured for your event, each with its own description and remaining capacity. If a role fills up, volunteers can join a waitlist and you'll be notified when a spot opens. From the admin dashboard you can track volunteer status, manage role assignments, and send group messages to your volunteer team.

Each honored guest is registered individually, so a family with more than one guest submits the form once per guest. The registration form captures allergies, wheelchair or accessibility device needs, t-shirt size (if enabled for your event), and other special notes for that guest, along with emergency contact and respite caregiver information. Buddy pairings are assigned by your event admin team, not automatically.

Our mobile check-in system makes event night smooth and efficient. Volunteers can use tablets or smartphones to check in guests by scanning barcodes or searching by name. The system instantly displays guest information, buddy assignments, and any special notes at the moment of check-in.

We take data security seriously. All traffic is encrypted with SSL, and System Admins can create an on-demand backup of your event data at any time from the admin dashboard. Your data is never shared with third parties without explicit permission.

Volunteer registration is a one-time public form with no account or login, so volunteers can't edit their own details afterward. If a volunteer needs to change their contact information, role, or availability, they should reach out to your event admin team directly, who can update the record for them from the admin dashboard.

We provide written guides and an administrator manual covering the system's features, and our support team is available by email for anything else. We understand the unique challenges of Night to Shine™ event night and are happy to help.

We recommend starting 8-12 weeks before your event date. This gives you time to set up all components, recruit and train volunteers, and allow families adequate time to register their honored guests.