Host Tools

Host Tools gives event hosts a simple, mobile-friendly way to manage their event on the ground. Share a link with anyone running an event, and they can see who's coming, check people in, and text attendees, all without needing a Solidarity Tech account.

This is especially useful for volunteer hosts, coalition partners, or field leads who need access to RSVP information but shouldn't have full dashboard access.

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Co-hosted events: When you co-host an event with another organization, each organization can use Host Tools for their mirrored event once the primary host enables it. Host Tools links are unique per organization and session.

Enabling Host Tools

Host Tools can be enabled at the organization level (as a default) or per-event.

Organization default: Open the root organization in Settings → Chapter Structure. In the Host Tools setting, check or clear Enable Host Tools by default for new events. You can still override this on individual events.

Per event: Open the event. On the Event Calendar tab, click Edit on Event Settings. Toggle Enable Host Tools on, then click Save.

Getting the Host Tools Link

On the Event Calendar tab, each session row has a clipboard icon with the tooltip Host Tools. The RSVPs tab has the same icon. Click Edit on a session to see the Host Tools block, with Copy, a button that opens the page in a new tab, and Regenerate.

What Hosts Can See and Do

Hosts see the event title, time, and location, and RSVP counts by status. They also see a card for each RSVP except waitlisted ones. A card shows:

• The person's name, RSVP status, and when they RSVP'd
• The phone number, when Show Phone Numbers is on and the person has P2P SMS permission
• For ticketed events, how many tickets the buyer holds per tier
• For hybrid events, which leg the person registered for. Either leg's link shows the RSVPs of both legs.

Hosts can:

• Search the cards on the page by name or phone number, not your whole database
• Check the Attended box to record attendance, the same as marking attendance from the dashboard
• Call or text a person from the card, when Show Phone Numbers is on. Hosts can set a default text message, and {{ first-name }} puts in each person's first name.
• Mark a person as not coming, or as coming again
• Open Settings from the footer and check Show only people marked Attended to list only checked-in people. Searching still finds everyone, so hosts can check in anyone.
• Add a walk-in with the + button. Enter a full name and a phone number or email. If a person with the same phone number or email is already in your database, that person is marked attended, with no duplicate. Otherwise the person is added and marked attended.

Show Phone Numbers

The Show Phone Numbers toggle controls whether phone numbers, call buttons, and text buttons appear anywhere on the Host Tools page. It is enabled by default. When it is off, hosts can still view RSVPs, search by name, and mark attendance.

To change it, click Edit on Event Settings and find Show Phone Numbers. It shows only when Enable Host Tools is on as the page opens, so save that first. When your organization hides phone numbers, the toggle is locked.

Add Person Fields

In Event Settings, Add Person Fields adds optional fields to the walk-in form: a zip code, a full address, or a manually editable custom property. For people already in your system, these fields only fill blank values. If your organization uses geographic chapter assignment, the zip code field is always shown and is required.

Link Expiration

Host Tools links keep working for a few days after the session ends, so hosts can finish marking attendance. After that, the link shows a message that the event has ended.

Regenerating a Link

If you need to invalidate a Host Tools link (maybe it was shared too widely), you can regenerate it:

1. On the Event Calendar tab, click Edit on the session
2. Click Regenerate next to the Host Tools URL

This creates a new link and immediately invalidates the old one. It also replaces the Self Check-in link and QR code, so printed QR codes and links already sent stop working.

Security Notes

Host Tools links are long and hard to guess. Each link only shows RSVPs for that specific event session (or both legs of a hybrid pair). Links expire a few days after the session ends, and you can regenerate a link at any time.

The tradeoff is that anyone with the link can see attendee names and some contact details, even with Show Phone Numbers off. Only share links with people you trust, and regenerate if needed.

Self Check-in

Self Check-in is a separate, public facing page that lets attendees check themselves in without a host. When Host Tools is enabled, each session gets its own Self Check-in link and QR code. Find them on the session edit page (click Edit on the session), with buttons to copy the link, open it, and open the QR code.

Visitors enter a Full Name and a Phone Number or Email. If they match an existing person in your database, their attendance is recorded. If they're new, they're added as a contact and marked attended. In a US or Puerto Rico organization, a new person's phone number must be able to get texts.

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Tip: Print the QR code or display it on a screen at your event entrance. Attendees scan it with their phone camera, fill in the short form, and they're checked in.

Self check-in links expire at the same time as Host Tools links.