Live check-in

1. Sign in and open your event (all users)

Step 1: On the sign-in screen, choose Google, Windows, or email/password.

Step 2: After login, you land on Dashboard.

Step 3: In Your events, click Open on the event you want to work on.

Step 4: If someone shared a role request with you, click Open Live-E sign in, sign in, then use Join Event on Dashboard with the code shown on the request page.

Step 5: Inside the event, use the workspace tabs to move between Plan, Guests & Invites, Event Day, Design, Team, and Settings.

Tip: Open Help from the left sidebar, then select Getting Started, Common Questions, or Video Tutorials from the Help submenu.

Sign in using Google, Windows, or email/password. Then open Dashboard to access your events.

2. Create event and set owner/admin controls

Step 1: Dashboard → Create event.

Step 2: Fill organization, event name, date, location, estimated guests, then submit.

Step 3: In the event workspace, open the Settings tab for Edit event, Delete event, billing, and reset actions.

Step 4: Share Organizer join code to onboard organizers via Dashboard → Join Event.

Step 5: Open the Settings tab and use Privilege settings to promote organizers (including Owner) or limit access (Usher/Viewer).

Complete event details and submit. Owner/admin users can later edit or delete the event.

3. Import guest list and resolve table names

Step 1: Open the Guests & Invites tab, then click Import guests.

Step 2: Live-E imports guests and auto-matches table names where possible.

Step 3: If names differ (e.g. Table 1 vs T1), the Resolve table names dialog appears.

Step 4: Choose mapping for each unmatched name and click Apply mappings.

Load your CSV or Excel file, review matched tables, then resolve unmatched names before finalizing.

4. Manage guests, assign tables, and share passes

Step 1: Open the Guests & Invites tab and use Add guest or edit guest cards.

Step 2: Assign guests to tables from site-map panel or organizer guest workflow.

Step 3: Use Share invite / Guest pass / Export pass links.

Step 4: Guest invite previews and pass pages open in a new tab so the app page stays on the current event.

Step 5: Use summary counters to monitor checked-in vs remaining guests.

Use dashboard actions to create/join events, then open an event to manage guest records and sharing.

4b. Customize invite template for all share actions

Step 1: Open the Guests & Invites tab and find Invite template.

Step 2: Select image source (None, Use event image, or Upload invitation image), then set email subject and message template.

Step 3: Use placeholders like {{guest_name}}, {{event_name}}, {{event_date}}, {{event_location}}, {{table_number}}, and {{group_name}}.

Step 4: Click Save template, then use Preview invite page to validate layout and content.

Step 5: Use guest Share invite or Guest pass Email / SMS / WhatsApp; each message uses the invite landing page link.

Step 6: Guest RSVP choices (Accept/Maybe/Decline) are shown on organizer guest cards.

Step 7: None removes the invite image, Use event image uses the event image, and Upload invitation image uses the uploaded template image.

Step 8: Send request is hidden for Guest and only appears when Invitee type is Organizer or Usher.

Set your invite template once and reuse it across Share invite and Guest pass channels.

4c. Send organizer and usher role requests

Step 1: Open the Team tab. In Invite template, switch Invitee type to Organizer or Usher.

Step 2: Choose image source and click Save template so the public request page uses the current setup.

Step 3: Click Send request to open the share dialog.

Step 4: Use Copy message, Email, WhatsApp, or SMS to send the request.

Step 5: The request opens in a new tab, keeps the app page open, shows the matching event code, and includes an Open Live-E sign in button.

Step 6: Role request links are short and compact. They use the event code plus a small image-source flag instead of a long embedded image URL.

Role requests use compact links, show the correct event code, and keep the app page open while the invite page opens in a new tab.

4d. Publish Event QR and guest information page

Step 1: If you see a lock icon on the Event QR card or buttons, the feature is premium and the event is still locked.

Step 2: Open the Settings tab and use the Billing card to unlock the event or start an active subscription.

Step 3: Once unlocked, the lock icon is removed and the full Event QR tools become available.

Step 4: Open the Settings tab and find Guest info QR.

Step 5: Enable the public page, add a title and message, and decide whether the site map should be shown.

Step 6: Upload programme, menu, or other guest-facing files. Image files show thumbnails; document files show format badges.

Step 7: Use Publish / Unpublish per asset to control what guests can see.

Step 8: Guests can now use the public page to search their name and find their assigned table or row seat near the top of the page.

Step 9: Return to Plan to review the Event QR card, copy the link, preview the public page, or open the QR dialog.

Publish the guest information page, upload public assets, and share the Event QR link so guests can view event details and find their seat.

5. Configure site map (paid events only)

Step 1: If the Site map button shows a lock icon, the feature is premium and the event is not unlocked yet.

Step 2: Open the Settings tab and use the Billing card to unlock the event or activate subscription access.

Step 3: Once unlocked, use the existing Site map button to open the workspace.

Step 4: Set hall shape and dimensions.

Step 5: Add fixed units, tables, and row seating blocks; drag to position and rotate from the object center.

Step 6: Use row seat blocks for conference, theater, church, or audience layouts where seats are arranged by rows and columns.

Step 7: Assign guests either to named tables or to a row seat block seat such as A1, A2, or B4.

Step 8: Click the full-screen icon ⛶ at the top-right of the layout canvas to enter full-screen mode.

Step 9: Run Auto-arrange when you are ready to recompute table placement.

Use ⛶ to focus on layout work in full-screen mode, then close with the top-right close control.

5b. Use AI Design Studio

Step 1: Open the Design tab and go to AI Design Studio.

Step 2: Upload your venue / layout and stage / focal area references first. Then add optional decor references such as table styling, drapes, chandeliers, dance floor, ceiling drape, flooring, palette, and mood.

Step 3: Complete the brief with style direction, vision, time of day, colours, and optional prompt notes.

Step 4: If your site map and seating layout are ready, enable Use existing Site Map + hall layout as layout context so table placement, row seat blocks, stage, and other fixtures can shape the render brief.

Step 5: Click Save brief when you want to lock in the current reference and settings state before generating.

Step 6: Choose a render mode, then click Generate designs. Your credit summary shows how many credits are available and whether you have enough for another concept set.

Step 7: Use the gallery to preview concepts, select favourites, download images, delete unwanted concepts, or open a concept for review.

Step 8: Use Refine selected after choosing a concept. Quick refinement chips add useful instructions to the current prompt, but they do not auto-run a render until you click generate again.

Step 9: Review Design package to see the selected concept, colour direction, references used, and whether site-map context was included.

Use AI Design Studio to combine venue references, site-map context, and prompt direction into concept sets you can review and refine.

6. Usher door operation flow

Step 1: Join event with User join code (Dashboard → Join Event).

Step 2: Open the Event Day tab, then search by guest name/group/table.

Step 3: Use Scan QR for fast entry; fallback is manual token paste.

Step 4: Toggle check-in status as guests arrive.

For event-day operations, search guests quickly and check in by Scan QR or manual selection.

Why is a guest not showing as seated on site map?

The guest needs an event_table_id link. Use Assign to table or run CSV table reconciliation.

Who can edit or delete an event?

Owners can edit/delete events and manage privileges from the Settings tab. Admin organizers can operate guests/check-in and event workflows but cannot delete the event.

How do organizers join an event?

Organizers use the Organizer join code in Dashboard → Join Event. This keeps organizer privileges on join.

How do ushers join an event?

Ushers use the Usher join code from the request page or organizer share message, then enter it in Dashboard → Join Event after signing in.

Why can’t I see the Send request button?

Send request only appears when Invitee type is Organizer or Usher. It is intentionally hidden for Guest templates.

Why does preview open in a new tab?

Invite previews and Event QR public page previews open in a new tab so you can inspect the public page without losing your current place in the app.

Can ushers edit event settings?

No. Ushers can search, scan, and check guests in/out but cannot change event setup.

Can an owner make another organizer an owner?

Yes. Open the Settings tab, choose Privilege settings, then assign the member role to Owner.

Why is Site map unavailable?

If the button shows a lock icon, Site map is a premium feature for that event. Open Settings, then use the Billing card to unlock the event or activate a subscription.

Why is Event QR unavailable or disabled?

If the card or action buttons show a lock icon, Event QR is still locked as a premium feature. Open Settings, unlock the event or activate subscription in the Billing card, then enable the public event information page.

Why can’t guests see one of my uploaded files?

Only assets marked Published appear on the public Event QR page. Hidden assets stay in the organizer list until you publish them.

How do guests find their seat from the Event QR page?

If the organizer has published the Event QR page, guests can use the Find your seat search near the top of that page. It searches by guest name and shows the assigned table or row seat.

CSV table names do not match my map tables. What should I do?

After import, use Resolve table names dialog to map CSV names to existing site-map table names.

When should I use row seating instead of tables?

Use row seating blocks for audience-style layouts such as conferences, worship events, theater seating, ceremonies, or presentations. Use tables for banquet and dining layouts.

How does row seat assignment appear to guests?

Live-E stores the block label plus seat label together, for example Audience 1 • A3. That same assignment appears in organizer views, guest passes, and the public Event QR seat finder.

Why is Generate designs disabled or doing nothing?

Check that you added the required references first, especially Venue / layout and Stage / focal area. Also confirm you have enough AI credits for the selected render mode.

What does Refine selected do?

It uses the currently selected concept as the visual base for the next render. This is the correct mode when you want improved variants of an existing concept rather than a fresh concept set.

How do AI credits work?

Credits are consumed when you generate concept sets or refinements. The credit panel shows your current balance and whether it is enough for another concept set. Top-up options appear in the AI Design Studio area and pricing flow based on your account or event access.

Why does invite image save fail for large images?

Use a smaller/compressed image. Recommended: JPG/WEBP around 1200px wide to keep upload and browser handling reliable.

How do role request image options work?

None hides the image, Use event image shows the event image, and Upload invitation image uses the uploaded invite image. Save the template before sharing the request.

Why is there still an image when I changed the template?

Save the template again after changing the image source. The public request page uses the last saved Organizer or Usher template settings.

Why is the role invite link short now?

Role request links now use compact query values and load event details from the server, which keeps the link shareable while still showing the right code and image.

What information appears on a role request page?

The page shows the role type, event name, matching event code, current image choice, and a direct link back to Live-E sign in.

Why did a success/error message disappear while I was editing?

Live-E now clears stale form status text when key fields change, so feedback always reflects the latest input.