lylai — User Guide

3. Organizer Guide

Choose Let's host and you'll see two tabs at the bottom:

3.1 Create an Event

Tap + in the top-right corner of your event list. You can set up an event in 30 seconds:

Required fields:

Optional fields:

Toggles:

Event creation uses auto-save -- every field saves as you type. No save button needed.

After creating:

Once you fill in the essentials and go back, the app prompts you to add sessions. If the event name is blank, it'll ask whether to keep the draft or delete it.

3.2 Edit an Event

Tap edit from the Dashboard or your event list to update anything. Changes auto-save 1.5 seconds after you stop typing -- you'll see a brief "Saved" indicator.

Sessions

The lower half of the edit screen is where you manage sessions:

Add sessions manually:

1. Tap Add Session
2. Fill in the session name, date, start/end time, speaker (optional), and room (optional)
3. The app automatically carries over the previous session's end time as the new start time -- one less thing to worry about

Visible to:

You can restrict who sees a specific session by setting Visible to (e.g., VIP only, Speaker only). If you don't select any roles, the session is visible to everyone.

Use a template:

Tap Templates and the app suggests ones that match your event type. 16 to choose from:

Already have sessions? Applying a template gives you two choices:

• Replace All -- wipe the current sessions and start fresh with the template
• Add After -- keep your existing sessions and tack the template on at the end

For multi-day events, templates are per-day -- each day's schedule is set up independently.

3.3 Dashboard

The Dashboard is your event control center. Tap any event to open it.

The Big Three Numbers

Right at the top:

• Signed up — total registrations
• Checked in — people who showed up
• Attendance rate — percentage (e.g., "85% showed up")

Scan to Check In

Front and center is a big Scan to check in button -- the feature you'll use most on event day.

View People

Tap View People to open the full attendee management page (see Section 3.5).

Activity Feed

At the bottom, a live activity stream shows the latest:

• New sign-ups (online or walk-in)
• Check-ins
• Card swaps

Share the Event

The Dashboard has a sharing section with several options:

• Share Event -- send the invite link via LINE, WhatsApp, email, or anything else
• Copy -- copy the link to your clipboard
• QR Code -- show a full-screen QR code (great for projecting on a screen)
• Save QR Image -- save the QR code as an image for printing or display at the venue

Venue QR tip: Tap "Save QR Image" to export the QR code as a PNG via AirDrop, email, or cloud storage. Print it for your registration desk, projector screen, or event poster. Attendees scan it and check in through their mobile browser -- no app install needed.

Push Notifications

A notification button on the Dashboard takes you to the notification composer (see Chapter 5).

3.4 Check-in via QR Scan

From the Dashboard, tap Scan to check in to open the scanner.

Smart Check-in

The scanner automatically figures out who you're scanning:

• Already registered -- checks them in right away, showing their name, seat, and role
• Not registered (walk-in) -- shows a "Walk-in" prompt; confirm to register and check them in on the spot

Walk-in Registration

When you scan someone who isn't registered, just fill in their basic info:

• Name (required)
• Organization (required)
• Email (optional)
• Phone (optional)

Tap Register & check in and they're good to go.

Check-out Mode

If you turned on check-out when creating the event, the scanner has a Check Out mode. Scan a checked-in attendee's QR to record when they left and how long they stayed.

Scan Feedback

Every successful scan gives you clear feedback:

• Haptic buzz -- different patterns for success, warning, and error
• On-screen info -- name, seat, check-in time
• Continuous scanning -- no need to back out between scans

3.5 People Management — Complete Step-by-Step Guide

A full walkthrough -- from preparing your list before the event to exporting attendance records afterward.

Step 0: Before the Event — Prepare Your List

Get your attendee list ready before creating the event. lylai supports 7 fields:

Role Field

The role field sets each person's permissions and classification. These values are recognized (case-insensitive):

Leave it blank and it defaults to attendee. Case-insensitive -- VIP, Vip, and vip all work.

Dietary Restriction Field

Free-text field -- just write whatever the person needs: Vegetarian, Vegan, Halal, Kosher, Gluten-free, No beef, Peanut allergy, No meal needed.

Maps to the "Dietary preference" field in the app. Only visible when Food & drinks is toggled on.

Download a Template

Using Your Own Spreadsheet

lylai uses fuzzy matching to auto-detect your column headers:

Unrecognized columns default to "Skip" -- they won't affect the import.

Step 1: Create the Event

1. Switch to organizer mode (Let's host)
2. Tap + to create a new event
3. Fill in name, date, time, and venue
4. Important: If your list includes dietary restrictions, toggle on Food & drinks
5. Tap Create Event

Step 2: Import Your Attendee List

From the Dashboard, tap Import.

Part 1: Pick a File

Google Sheets must be shared with "Anyone with the link" → Viewer access.

Part 2: Map Columns

The app auto-guesses your column mappings. Each column has a dropdown if you need to adjust:

Part 3: Confirm & Import

1. Review the summary and column mapping
2. Tap Preview to double-check a few rows
3. Tap Import
4. You'll see "N people imported" when done

Step 3: Before the Event — Share & Fine-tune

1. Share the event link -- tap Share Event on the Dashboard
2. Add late additions -- tap Add Person on the People page
3. Adjust roles -- tap a person, tap their role badge, pick from 8 roles
4. Edit seats -- tap a person, update their seat number
5. Review dietary stats -- see how many people need special meals

Step 4: Event Day — Check-in

1. Open Dashboard → tap Scan to check in
2. Scan each attendee's QR code:
   • On the list -- name, role, and seat pop up; checked in instantly
   • Walk-in -- fill in basic info, registered and checked in on the spot
3. The Dashboard updates sign-up, check-in, and attendance rate in real time

Search & Filter

• Search: by name, organization, or seat
• Role filter: Everyone / Attendee / Speaker / VIP / Host / Staff / Vendor / Press / Organizer
• Source filter: Signed up / Imported / Walk-in / Added manually
• Check-in status: Checked in / Not checked in

Batch Actions

• Check in all -- great for groups arriving together
• Remove selected -- with a confirmation prompt first

Step 5: During the Event — Real-time Management

1. Change roles on the fly -- upgrade someone to VIP or assign them as Staff
2. Send push notifications -- reminders, meal alerts, schedule changes (Chapter 5)
3. Monitor attendance -- live sign-up / check-in / rate stats on the Dashboard
4. Handle walk-ins -- the scanner handles walk-in registration automatically

Step 6: After the Event — Export

On the People page, tap Export.

You'll get a TSV file (tab-separated values) with:

What You Can Do With It

• Attendance records -- official proof of who showed up
• Post-event surveys -- filter by checked-in attendees and email them a survey
• No-show follow-up -- compare with your original list to see who didn't make it
• Expense reporting -- attendance list for reimbursement or grant documentation
• Ongoing outreach -- import into your CRM or email tool

TSV files open in Excel, Google Sheets, and Numbers. If columns don't auto-separate, choose "Tab" as the delimiter.

Full Workflow at a Glance

Prepare your list (Excel / CSV / Google Sheets)
    ↓
Create the event (toggle Food & drinks, Check-out, etc.)
    ↓
Import attendees (3 parts: pick file → map columns → confirm)
    ↓
Share the event link (LINE / WhatsApp / email / QR code)
    ↓
(Optional) Save QR image → print for registration desk
    ↓
Event day: scan to check in + walk-in registration + web browser check-in
    ↓
During the event: real-time management (role changes, notifications, live stats)
    ↓
After the event: export the list (TSV → Excel / Sheets)
    ↓
Post-event: thank-you notifications, surveys, archive the list

3.6 Send Notifications

See Chapter 5 for full details on organizer notifications.

3.7 Delete an Event

At the bottom of the Dashboard, you'll find a Hold to delete button.

1. Press and hold -- you'll see a fill-up animation rising from the bottom
2. Keep holding until the animation completes
3. A confirmation dialog pops up: "Delete 'Event Name'?"
4. Confirm and the event is gone

10-second undo: Right after deleting, a toast pops up at the bottom. Tap Undo within 10 seconds to bring the event back. This works even if you delete multiple events in a row.

3.8 Staff Assignment

Need extra hands at the door? Assign attendees the "Staff" role so they can help with check-in.

How to assign:

1. Go to People management
2. Tap the person you want to assign
3. Tap the role badge
4. Select Staff

What Staff can do:

• Can do: Scan attendees' QR codes to check them in, view the attendee list
• Can't do: Edit event settings, import people, send notifications, access Dashboard management features

Staff members see a prompt when they open the event: "Tap to scan and check people in."