Admin guide

Getting started

1

Sign in

1. Open the Oraiyan Passes link on your phone or computer.
2. Enter the email and password given to you by the admin, then tap Sign In.
3. Tick "Keep me signed in" on your own device so you are not asked again on event day.
4. The system opens the right screen for your role automatically.

2

Your dashboard

1. The dashboard shows live numbers: invitations, passes issued, printed and people checked in.
2. Use the menu on the left for every module. On a phone, tap ☰ at the top to open it.
3. Tap Guide at the top any time to get a guided tour of the page you are on.

Invitations

3

Import leads from Excel

1. Go to Leads → Import CSV and tap "Download sample file" — it opens in Excel with the right columns.
2. Fill one person per row. Keep the header row exactly as it is.
3. In Excel choose File → Save As → CSV UTF-8, then upload it. Check the preview and confirm.
4. Every import is recorded in the Audit log.

4

Assign leads to callers

1. On the Leads list, tick the leads (or the top box for the whole page).
2. Choose a caller in the bar that appears and tap Assign.
3. Each caller then sees only their own leads.

5

Work through your leads

1. Leads are the invited people. Search by name or phone, or filter by call status and pass type.
2. Tap a name to open the full record and its call history.
3. Status colours show who is pending, called back, approved or declined.

6

Log a call

1. After every call, tap Log call on the lead and choose the outcome.
2. For "call back", set the date and time — the lead comes back to you then.
3. When the person confirms, record family count and meal preference, then Create pass.

Passes

7

Create a pass

1. Menu → Create pass. Pick the pass type first — it decides the design.
2. Enter the phone number; the system warns you if a pass already exists for it.
3. Set the family count and add family member names if they should appear.
4. Save — or "Save & add another" to keep going.

8

Find a pass

1. Menu → All passes. Search by name, phone or pass number.
2. Open a pass to see its design, QR (tap to expand), status and the full activity history.

9

Send a pass on WhatsApp

1. Open the pass and tap Send on WhatsApp.
2. On a phone the share sheet opens with the pass image and message — pick WhatsApp and the contact.
3. On a computer the message is copied and WhatsApp opens; paste it and attach the image.
4. The link in the message is short and opens the guest's e-pass with QR, date, time and venue.

10

Download a pass PDF

1. Open the pass and tap Download PDF. It prints at the true pass size.
2. Every download is logged and carries a hidden fingerprint (the "Ref" at the bottom).
3. If a copy is leaked, the admin can trace who downloaded it.

11

Import passes in bulk

1. Menu → Import passes. Download the template, fill it and upload.
2. Rows with problems are shown before anything is saved; fix them and upload again.

12

Print passes in bulk

1. Menu → Print queue. Filter by pass type, then tick the passes to print.
2. Choose A4 or A3 — passes are laid out at their real size, as many as fit per sheet.
3. Turn on duplex for front and back. Download the PDF and print at 100% (no "fit to page").
4. Mark them printed, then issued when they are handed over.

13

Bulk print a big batch of passes

1. Menu → Bulk print passes. Pick the pass type and "Not printed yet" (or a pass-number range), then Apply.
2. The list is split into parts (e.g. 100 passes per PDF) so each download is quick and never times out.
3. Download each part and print it at 100% / Actual size. Every download marks those passes as printed.
4. Paper, margins and duplex are under "Paper & layout settings" — the defaults come from the pass type.

14

Send many passes on WhatsApp

1. Menu → Send on WhatsApp. Works once the WhatsApp Business API is switched on.
2. Choose "Never sent" (or Failed to retry), optionally a pass type, then press Send. Passes go one by one, about one a second.
3. Keep the page open until it finishes — you can press Stop at any time. Each pass shows Sent / Failed.
4. On a single pass you can also choose "Share via WhatsApp Web" to send it from your own phone or computer instead.

Designs

15

Design a pass type

1. Menu → Pass types → Designer. Upload the artwork for front and back.
2. Add fields (name, ID, pass number, QR, event date…) and drag them into place.
3. Set font size, colour, alignment — and rotation for vertical text.
4. Save is always at the top. Preview shows the real rendered pass.

16

Set the print size

1. In the designer, open Print size and enter the pass width and height in mm.
2. The panel shows how many fit on A4 and A3 — bulk printing uses this layout.

17

Edit the WhatsApp message

1. Pass types → WhatsApp template. Write the message once per pass type.
2. Use placeholders like {name}, {pass_url}, {date}, {time}, {venue} — they fill in automatically.
3. Choose whether the image sent is the printed pass or the e-pass card.

Vouchers

18

Set up a voucher type

1. Menu → Voucher types. Create the type with its offer, value, validity and terms.
2. Open the Designer, upload front and back artwork and place the voucher number, name and QR.
3. Use a dark colour on light artwork. Use rotation for a vertical voucher number.

19

Generate vouchers

1. Vouchers → Generate. Pick the type and how many.
2. Set the per-phone limit — how many vouchers one family can hold.
3. After generating you land on Bulk print: pick the batch, "Not printed yet" or a number range, and download the PDFs part by part.
4. Each part is laid out at the real voucher size on A4/A3 with cut marks — print at 100%.

20

Give a voucher to someone

1. Vouchers → open a voucher → Allocate, and enter the name and phone.
2. Or do it at the Gate desk after finding the pass holder — it is linked to their pass.
3. Send it on WhatsApp; the guest sees the voucher front and back.

Event day

21

Scan passes at the gate

1. Point the camera at the QR on the pass. Green = welcome in. Red = rejected, with the reason.
2. A pass can enter only once. A second scan shows "Already entered" with the time — like a cinema ticket.
3. No camera? Type the pass number in the box at the bottom and tap Enter.
4. Pick your gate from ☰ so reports show where people came in.

22

Scanning without internet

1. The phone keeps a copy of all passes. With no signal, scans are still checked and saved on the phone.
2. The orange badge on ☰ shows scans waiting. They upload automatically when the signal returns.
3. Before the gates open, tap ☰ → Refresh offline data so the phone has the latest passes.

23

Scan a voucher after the pass

1. After a pass is accepted, tap "Scan voucher" on the result.
2. Scan the voucher QR — it is attached to that guest's pass.
3. Tap Cancel on the orange bar to go back to normal scanning.

24

Gate desk — find a guest

1. Gate desk is for guests without their pass, or for families.
2. Type the phone number, pass number, voucher number or name and tap Find — or scan a QR.

25

Gate desk — who has come

1. Tick the holder and each family member who is here now, then Save attendance.
2. The current time is recorded. Once saved, a person is locked — they cannot be marked again.
3. Add a family member who is not on the pass with "Add person".

26

Gate desk — vouchers

1. Under Vouchers, scan or type a voucher number and tap Attach to give it to this family.
2. The limit per family is shown. Redeem marks the voucher as used.

27

Correct an arrival time (admin)

1. Only an admin can change a saved arrival time or remove a person marked by mistake.
2. Tap Edit time next to the person, enter the correct time and a clear reason.
3. The original time, new time, reason and admin are kept in the Audit log.

Reports & control

28

Reports

1. Menu → Reports: invitation funnel, caller performance, broadcasts and attendance by hour.
2. Every report can be exported to CSV for Excel.

29

Gate report

1. Shows who came alone, with family, or family only — by pass type and relation.
2. Voucher counts: total, free, given and redeemed. Export to CSV.

30

Event date, time and venue

1. Menu → Settings. Set the event name, date, time, gates-open time and venue.
2. Passes, e-passes and WhatsApp messages pick these up immediately.

31

Users, roles and permissions

1. Menu → Users → Add user. Enter name, email and phone, and pick their role. Leave the password empty to get a temporary one to share.
2. Menu → Roles & permissions shows one grid: every task (add leads, create passes, scan, vouchers…) against every role. Tick and Save.
3. Need a new kind of user? "New role" — or copy an existing role and change it. Set which leads they see and which pass types they handle.
4. Disable a user to stop them signing in straight away. Admin always has full access and cannot be locked out.

32

Audit log

1. Every change is recorded: who, when, and the value before and after.
2. Search by person, action or pass number. Export to CSV.

33

Trace a leaked pass

1. Menu → Trace fingerprint. Paste the "Ref" text printed at the bottom of the PDF.
2. You see who downloaded it, when and from which device.

34

System health

1. The system tests itself every hour: pages, links, images, PDFs, database and errors.
2. A red number on the menu means something failed — open it to see what and how to fix it.
3. Tap Run now to test on demand.

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