# Volunteer How-Tos

The following information is available on this page:

* [Get The PayBee App](#get-the-paybee-app)
* [Volunteer Tasks](#volunteer-tasks)
  * [Check-In Guest](#check-in-guest)
  * [Updating Placeholder Emails](#updating-placeholder-emails)
  * [Pre-Swipe Credit Cards](#pre-swipe-credit-cards)
  * [Assigning Paddles & Tables To New Guests](#assigning-paddles-and-tables-to-new-guests)
  * [Adding Multiple Pledges At Once](#adding-multiple-pledges-at-once)
  * [Adding Real-Time Bids & Pledges For Events](#adding-real-time-bids-and-pledges-for-events)
  * [Adding Tickets/Additional Pledges/Adding Auction Items One By One](#adding-tickets-additional-pledges-adding-auction-items-one-by-one)
  * [Card Readers & Contactless Payments](#card-readers-and-contactless-payments)
    * [Choosing A Card Reader](#choosing-a-card-reader)
    * [Card Readers Vs Tap To Pay For Your Event](#card-readers-vs-tap-to-pay-for-your-event)
    * [Pairing & Using The Reader](#pairing-and-using-the-reader)
    * [Using Tap To Pay ](#for-tap-to-pay)
  * [Checkout By Paddle: Close Donors' Carts](#checkout-by-paddle-close-donors-carts)
  * [Donor Lookup By Name Or Email](#donor-lookup-by-name-or-email)

## Get The PayBee App

The PayBee app is available for mobiles devices through the Apple App Store and the Google Play store.

Download the app at:

Apple App Store <https://apps.apple.com/us/app/paybee/id1169845914>

Google Play Store <https://play.google.com/store/apps/details?id=com.paybee.paybeeapp>

Once you install the app, tap **sign up** and register with the **same email address** you were invited to by your organization to be a volunteer.

{% hint style="info" %}
If you have downloaded the app and don't see the invitation to accept becoming a Volunteer or are able to be logged in as a volunteer please reach out to your Event Coordination as they need to add and grant you Volunteer access to the PayBee app from the Volunteers section of PayBee when logged in as an administrator.
{% endhint %}

{% hint style="info" %}
For Admins on PayBee, please note that the only email that cannot be used to be a volunteer is the main/ primary email on your account.
{% endhint %}

## Volunteer Tasks

On the day of the event, you will be helping with check-in, fundraising (capturing pledges and bids), and checkout.

{% hint style="info" %}
On event day make sure you have the latest version of the PayBee app downloaded .
{% endhint %}

A cart gets generated for each donor and you will help create, update and close it.&#x20;

PayBee can provide credit card readers to allow your volunteers to:

* Pre-swipe a credit card at check-in, if desired.
* Allow your volunteers to take donations via credit card at the event.
* Help with guest check-out via credit card.

{% hint style="info" %}
You will need specific credit card readers for use with PayBee. To rent or purchase please visit our [PayBee credit card reader loan](https://paybee.io/quickpay.html?handle=paybee\&ppid=43#optionList) page.
{% endhint %}

Once logged in to the PayBee app as a volunteer please click onto your Event to see the Event Management Screen.

Our app is designed to the three main areas that you will need on the day of your event.

1. <mark style="color:purple;">Check- In & Registration</mark>: You can check in registered guests using **Check- In** or **Assign Paddles** to add any new guests.
2. <mark style="color:red;">Bids and Pledges</mark>: You can add bids, sell items and add pledges for one person at a time using **Add Bid & Pledge Single** with their paddle number or name or to multiple people at a time using their paddle number by using **Add Bid & Pledge Multiple**.
3. <mark style="color:green;">Carts</mark>:  You can add view and edit people's cart by paddle number or by searching for them by name using **Checkout** or **Donor Lookup**.

{% hint style="info" %}
For any events that are not assigning paddles, you will only have access to Check In and Donor Look Up from the App.
{% endhint %}

<figure><img src="https://2556307568-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MVbQYaTpoeLV6eAXrTw%2Fuploads%2FqYdwtIaa81im9bBhGXlr%2FPayBee%20Check%20In%20Images.png?alt=media&#x26;token=be826729-e1c2-4281-a74e-6d06994ea5fd" alt="" width="375"><figcaption><p>Event Management Screen when you click onto your event from Volunteer</p></figcaption></figure>

## Checking In Registered Guests

1. Tap Check In. Scan the QR code or search by name or email.&#x20;
2. Select the guest. For group tickets, select the guests in the group to be checked in.&#x20;
3. For group tickets, search for the name of a guest.&#x20;
   1. If the guest is the ticket purchaser a captain icon will appear (image 1) in one of the entries.&#x20;
   2. This allows you to choose the ticket purchaser and their confirmed guests (image 3) or a view of all available tickets (image 2 - table captain's view).&#x20;
4. To add a guest to the ticket, tap Add Guest and follow the instructions.
5. Give them their bidder number (paddle, table tent, etc).

<div><figure><img src="https://2556307568-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MVbQYaTpoeLV6eAXrTw%2Fuploads%2FihJ7vxi49wBjCbcjNQJf%2F1.png?alt=media&#x26;token=bc7050a1-4181-4274-b63a-773c6e006e56" alt=""><figcaption><p>Image 1 - shows both the ticket purchaser as a guest and the captain's view of all tickets.</p></figcaption></figure> <figure><img src="https://2556307568-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MVbQYaTpoeLV6eAXrTw%2Fuploads%2FFjWN7lKNq3nX54OezbBC%2F2.png?alt=media&#x26;token=edbe36fc-c7dd-4104-a275-37fb59005dd5" alt=""><figcaption><p>Image 2 - shows the 2 guests added to the ticket with 1 unassigned ticket.</p></figcaption></figure> <figure><img src="https://2556307568-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MVbQYaTpoeLV6eAXrTw%2Fuploads%2FrMpV5x9rblskwZlWCEH7%2F3.png?alt=media&#x26;token=cab05cb5-1563-4278-a5f2-ad36bb4870c4" alt=""><figcaption><p>Image 3 - Shows confirmed guests. Click on arrow in upper leff to view all tickets.</p></figcaption></figure></div>

{% hint style="info" %}
Video for check in coming soon
{% endhint %}

### Updating Placeholder Emails

[Placeholder email addresses](https://docs.paybee.io/home/manage/tickets-and-guests/tickets-and-guests#placeholder-email-address-formatting) are used for guests who don't have an email attached. An email address in this format triggers the PayBee app to notify the volunteer to ask for an email address at check-in. These guests will have their own bidder number.

{% hint style="info" %}
Video for updating placeholder email coming soon
{% endhint %}

### Pre-Swipe Credit Cards

At the time of check-in, you can pre-swipe and store credit card numbers for the guests. The number can be entered manually or by using the [card reader](#card-reader-pairing-and-using). Once stored, it can be used to close carts at the end of the event or after the event, if necessary.

{% embed url="<https://youtu.be/f_p35SFMNZw>" %}

### Assigning Paddles & Tables To New Guests

If you can't find a guest from the Check In screen, you can use these instructions to assign paddles and tables to them. Some scenarios include:

* walk in guests who have not purchased their tickets
* guests that are replacing existing guests
* if you're not selling tickets and would like to assign paddles and tables to guests as they arrive

{% hint style="info" %}
Video for Assigning Paddles to New Guests Coming Soon
{% endhint %}

### Adding Multiple Pledges At Once

You can use Add Bid & Pledge Multiple to sell live auction items, add fund-a-need pledges and sell raffle tickets in bulk.

{% embed url="<https://youtu.be/LvO51wjXOoM>" %}

1. Tap ‘Add Bid and Pledge Multiple’
2. Select the campaign you are selling items for or adding pledges to
3. Select the item or level of the gift
4. Type the Paddle Number and click on ‘Save or Add’
   * If it's an auction item you will have to add the winning paddle number and the winning bid amount
   * If you need to delete a pledge from the fund a need there will be a trash icon next to each pledge you have entered
5. Once all paddles have been recorded at that level click on Close
6. Repeat these steps for the next items/levels until done

### Adding Real-Time Bids & Pledges for Events

{% hint style="info" %}
This functionality must be used at hybrid events or events with an audience monitor where all real-time bidding and pledging is to be captured.
{% endhint %}

{% hint style="info" %}
If you're interested in adding real-time bids and pledges for In-Person events, please reach out to us on <contact@paybee.io>
{% endhint %}

1. Tap Go To Live Activity on the event screen.
2. Enter paddle number. Tap bid.
3. Continue the same for other donors.
4. If you need to override the amount, delete the current amount in the field, enter the appropriate amount, enter the paddle number, and then hit bid.

{% hint style="info" %}
Video for Adding Live Bids and Pledges Coming Soon
{% endhint %}

### Adding Tickets/Additional Pledges/Adding Auction Items One By One

This functionality must be used when a pledge, bid, auction item or ticket is to be recorded for a specific guest.

1. Tap Add a pledge.
2. Type in the paddle number of the person whose cart you’d like to add to&#x20;
3. Select Accept Donation or + Add More.&#x20;
4. Select the campaign you’d like to add from and select what you’d like to add.&#x20;
5. If their cart is empty select Save to Cart if you want them to pay later, or you can check them out on the spot via card/cash/check.
6. If they already have items in their cart then the item selected will be added to the cart.
7. You will see the donor's cart after it's added. You can remove any items added in error by selecting the trashcan icon.

{% hint style="info" %}
Video for How to Add Bid and Pledge Single Coming Soon
{% endhint %}

### Card Readers & Contactless Payments

For faster checkout at your event, connect a bluetooth reader or enable Tap To Pay on your phone to read cards instead of entering card information manually.

#### Choosing A Card Reader

Using A Bluetooth Reader:&#x20;

If you plan on saving donor cards on file at check-in or plan on tapping, inserting or swiping donor cards at checkout, this is the right option for you. Bluetooth readers may be used on iOS and Android phones, iPads and tablets. To rent out readers, [click on this link](https://paybee.io/@paybee@43). Readers must be rented out two weeks before your event

Using Your Phone As A Reader:

If you plan on accepting contactless payments aka **Tap To Pay** at checkout, this is the right option for you. Unlike bluetooth readers, your phone reader cannot be used to save donor cards on file at check-in. This feature requires iPhone XS and later (not available on iPads) and running iOS 16.0 and later. Starting September 16, 2025, Apple will require all Tap To Pay on iPhone users to be on iOS version 18.0.1 or above.

{% embed url="<https://youtu.be/yrwycMy88CY>" %}

#### Card Readers Vs Tap To Pay For Your Event

Tap To Pay may be used to accept payments at checkout or at any point during the event. Unfortunately, you cannot use this feature to save cards on file during check-in. Donors must use cards with the tap option (most do) or use their Apple/Google wallets. Additionally, this feature is only available on iPhones (iOS version 18.0.1 or above) and Android phones (running Android 9+). It cannot be enabled on iPads or tablets.

Donors can insert, tap or swipe their cards on the card readers to save cards at check-in or charge them at checkout. The card readers can connect to phones, tablets, iPads and some newer MacBooks.

Bottom line - If your volunteers are using the PayBee app on their phones and you think most of your donors will save their cards on file before the event or if you're not particular about saving cards on file at check-in you can rely on Tap To Pay and don't need the card readers.

### Pairing & Using The Reader

(Before accepting payments)

1. Confirm Bluetooth and location services are turned ON in the device's settings.
2. Verify that the card reader is turned on if you're using a bluetooth reader. Press the button on the side of the reader to turn it on if needed.&#x20;
3. Go to the main volunteer page in the app.
4. Tap on the <img src="https://2556307568-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MVbQYaTpoeLV6eAXrTw%2Fuploads%2Fn0wUi0MCzETqxIBohJOF%2Fcard%20reader%20icon.jpg?alt=media&#x26;token=79e27757-d5ad-4be0-bd1d-a8fa1e118222" alt="" data-size="line"> icon on the top right. Select the type of reader you want to connect.&#x20;
5. Connecting to the reader:

### For Bluetooth reader

1. If you're using a bluetooth reader, select the reader closest to you when you see in the list of nearby readers in the following screen. Click OK/Allow if a dialog from your device appears. Click Done.
2. If more than one unconnected reader is in the vicinity and turned on you can look at the back of the reader to find the serial number and choose the one that matches on your device.
3. The icon will turn green when connected to the reader. You can disconnect the reader by clicking the icon and choosing disconnect.

### For Tap To Pay

{% hint style="info" %}
Starting September 16, 2025, Apple will require all Tap To Pay on iPhone users to be on iOS version 18.0.1 or above.
{% endhint %}

1. If you're using your phone as the reader, enable Tap To Pay in the following screen. If you're enabling Tap To Pay for the first time, you will be asked to associate your Apple ID with the Tap To Pay functionality (see image Fig. 1 below). Please choose the "Continue with this Apple ID" option. Click Done.

<figure><img src="https://2556307568-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MVbQYaTpoeLV6eAXrTw%2Fuploads%2FPXTVYBr7RYiQKIqjwZwy%2FEnable%20%20TTP.jpeg?alt=media&#x26;token=c927ea0c-0b57-4d38-967b-acfc8c949641" alt="" width="223"><figcaption><p>Fig. 1: Associate your Apple ID with Tap To Pay</p></figcaption></figure>

<figure><img src="https://2556307568-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MVbQYaTpoeLV6eAXrTw%2Fuploads%2FlA4K1VF2DALguZCx5BtC%2Fttp.jpg?alt=media&#x26;token=17622057-fb98-44ba-a94e-cc49e7245945" alt=""><figcaption><p>Fig. 2: Accepting a payment using Tap To Pay</p></figcaption></figure>

### Checkout By Paddle: Close Donors' Carts

{% embed url="<https://youtu.be/49PFBzfSbDg?si=VFQnTFlJQGNnlJHN>" %}

1. Tap Checkout.
2. Scan paddle or tap search by paddle number if needed.
3. Verify items. Any items added in error can be deleted with the trashcan icon. You can also add donations using + Add More.
4. Tap Checkout.&#x20;
5. Select the payment method.&#x20;
6. For check, take photos of the check or enter the check number in memo. Tap Record.&#x20;
7. For credit cards, select Tap to Use Card Reader. Follow instructions (For Tap To Pay, you can expect to see the screen indicated in Fig. 2 below when accepting a payment). You can enter the card manually if needed. Older style credit cards (with numbers and info on the front) can be scanned but newer style cards will need to be added manually.&#x20;
8. In confirm donation, the checkbox is selected to cover the credit card transaction fees. Uncheck the checkbox if the donor does not want to cover these for your organization.&#x20;
9. Collect the signature. Tap Confirm Payment.

### Donor Lookup By Name Or Email

{% embed url="<https://youtu.be/juSI1EJcGxw>" %}

1. Once you're logged in, go to your event. Tap on **Donor Lookup By Name Or Email**
2. Start typing the donor's name or email. Select the donor if you find them to proceed. If you can't find the donor tap on the **Create New Donor** button, enter the donor's name and email and then tap **Next**. If you know the donor's paddle number, tap on **Search by paddle instead**.
3. You are now ready to add items to a donor's cart.
   * If the donor already has items in their cart, you will be navigated to the donor's cart. Tap on **Add To Cart...** to add more. You may also remove items from the cart if needed.&#x20;
   * If there are no items in the donor's cart, tap on **Accept Donation**, choose your campaign, choose the option, select the quantity and enter the additional details if necessary, tap **Next** and then tap on **Add To Cart** in the Process Donation screen.
4. If you'd like to close the cart and move on to the next guest, choose **I'll check out later**. If you're ready to accept the payment tap on **Checkout**.
5. Now, choose a payment method - Card, Check or Cash. Record a memo or enter a company name if the donor's company matches donations. Then record the payment.
6. The final screen shows you the list of paid transactions for this donor. Tap **Close** to go back to the main screen to move on to the next guest or action.