Registration, staging, catering, breakdown — watch them go green from wherever you're standing. Each helper joins by scanning the poster, or by typing the eight-character code printed under it if their camera won't cooperate.
At the end of the run, ReadyFactor builds a readiness report from what actually happened — who did what, when — with a line for a signature. Your own account can require two-step sign-in and single sign-on through Google or Microsoft, with each role — Owner, Administrator, Coordinator, Zone lead, Viewer — reaching only what it needs.
Map a room once. Save it as a template and run it again for the next date without remapping it.
Loading docks, basements, ballrooms full of guests on the same network: a helper keeps checking off work with no signal at all. Their phone holds each check-off, says plainly that it has not been sent, and sends it the moment the connection is back.
7:30
The coordinator maps the venue into four zones — Registration, Staging, Catering, and Breakdown — starting from a template saved after the last event at the same venue.
8:00
Helpers arrive and scan the poster by the loading door; one whose phone won’t scan types the code printed underneath, and lands on the same zone list either way.
8:45
The coordinator watches all four zones from one board on a laptop at the back of the room: Registration and Staging go green early.
9:10
Catering flags a request about a missing table, and it’s resolved before guests notice.
9:45
When the last zone signs off, what goes to the client is a readiness report — every zone’s record, what changed from the plan, and a line for a signature — instead of a walk-through and a verbal assurance.
For the client
Every zone’s sign-off, who led it and when, the totals, and a signature line — built from what actually happened during setup, not from a checklist someone filled in afterwards.
Setup record
Readiness report
Riverbend Community Church · Main Sanctuary
Verdict
READY — signed off
All four checks passed. Nothing is left open.
Readiness by zoneSigned offLead
Stage 6 of 6 8:31 AM MR
Audio 6 of 6 8:38 AM SK
Kids wing 4 of 4 8:47 AM JO
Lobby 5 of 5 8:52 AM JC
Signed off 4/4 Work done 21/21 Gear 9/9 Requests 1/1 Helpers 10
Changed from the plan Nothing changed from the reviewed plan.
Jordan L., CoordinatorSignature
No. A helper scans the QR poster, types a name, and is on their zone’s task list in seconds — no app store, no password, no account. Only coordinators sign in.
The eight-character join code printed under the QR poster does the same job, typed in by hand — useful for a rented venue with a scuffed screen or a hurried volunteer.
Yes. Save a run as a template and repeat it for the next date, adjusting zones or tasks for that venue instead of remapping the room from scratch.
Not quite your team? See how churches or A/V & production crews use ReadyFactor.