Getting Started
Welcome to Hostory! This guide will walk you through every step of creating and managing successful events.
Quick Access Links
Sign Up Process
- 1.Visit the Hostory homepage and click "Sign Up"
- 2.Enter your email address and create a strong password
- 3.Check your email inbox for a verification email from Hostory
- 4.Click the verification link in the email to confirm your account
- 5.Log in to access your personal Host Dashboard
Dashboard Overview
After logging in, you'll arrive at your Host Dashboard - your command center for all event management activities.
Dashboard Features
Unlock Code Request
Unlock codes are required to create events on paid plans. They unlock premium features like higher guest limits, advanced analytics, and priority support.
How to Request an Unlock Code
- 1.Navigate to the unlock code request page (link in dashboard or event creation)
- 2.Fill out the request form with your name, email, and event details
- 3.Specify the plan tier you need (based on expected guest count)
- 4.Optionally add an affiliate code if you were referred by another host
- 5.Submit the request and wait for approval email (usually within 24-48 hours)
- 6.Once approved, you'll receive an email with your unlock code in format: UNLOCK-ABC123
Unlock Code Format
Unlock codes follow this format: UNLOCK-ABC123
Always include the "UNLOCK-" prefix followed by 6 alphanumeric characters.
Creating Your Event
Our 5-step guided process makes event creation simple and comprehensive. Each step is automatically saved as you go.
Step 1: Event Basics
This step captures the essential details that define your event. All fields marked with an asterisk (*) are required.
Step 2: Visuals & Branding
Images significantly increase engagement and help guests remember your event. All uploads are optional but highly recommended.
- • Use high-resolution images (but compress to under 5MB)
- • Banner images: 1920x1080px or 16:9 ratio
- • Profile photos: Square format (500x500px)
- • Supported formats: JPG, PNG, WebP
- • Choose images that represent your event's mood and theme
Step 3: Host & Operations
Configure how guests can reach you and who monitors security aspects of your event.
Security Monitoring Email Addresses
Add email addresses of security personnel or staff who should receive real-time security alerts.
- • Restricted guest check-in attempts
- • Guest assistance requests with GPS location
- • Unusual check-in patterns or anomalies
- • Daily security summaries
- • Access to dedicated security dashboard
Step 4: Guest Setup & Features
Choose which features to enable for your guests and how they can interact with your event.
Guest Features (Toggle On/Off)
Privacy & Visibility Settings
Step 5: Review & Plan Selection
Review all your settings, choose your pricing plan, and publish your event.
Event Summary
This page shows a complete summary of your event with all settings, enabled features (marked with green checkmarks), and uploaded images. Review carefully before proceeding.
Pricing Plan Selection
What Happens After You Create Event?
- 1.Event is created and published immediately (status: "Published")
- 2.System generates unique QR codes and entry codes for you and your guests
- 3.You receive "Event Live" email with your host QR code and master access code
- 4.Event appears in your dashboard with option to invite guests
- 5.You can now manage guests, check-in settings, and event details
Understanding Emails
Hostory automatically sends 10 different types of emails throughout your event lifecycle. Here's what each one does and what to expect.
Host Emails
These emails are sent to you (the host) to keep you informed about event activities and guest interactions.
Guest Emails
These emails are sent to your guests at various stages of the event journey.
Email Delivery Notes
- •All emails are sent automatically by the system - no manual sending required
- •Emails typically arrive within 1-2 minutes (check spam folder if missing)
- •All emails include unsubscribe option (except critical transactional emails)
- •Emails are mobile-responsive and display correctly on all devices
Check-In System
Understand how QR codes, entry codes, and the check-in station work for smooth event day operations.
QR Codes Explained
QR codes are unique 2D barcodes generated for each guest and for you (the host). They enable fast, contactless check-in at your event.
How QR Codes Work
- 1.Generation: Unique QR code created when guest is added to event
- 2.Delivery: QR code sent to guest via email (invitation and resend emails)
- 3.Event Day: Guest shows QR code on phone or printed copy
- 4.Scanning: Host scans QR with device camera at check-in station
- 5.Validation: System verifies guest, checks RSVP status, confirms not already checked in
- 6.Check-In: Guest marked as checked in, welcome email sent, entry granted
HOST VIEW
As Host:
- • You have a master QR code for authenticating check-in station
- • Found in "Event Live" email and dashboard QR/Codes tab
- • Use it to unlock check-in station at event start
- • Keep secure - anyone with this code can access check-in
GUEST VIEW
As Guest:
- • Each guest has unique QR code
- • Found in invitation email and resend emails
- • Show it on phone screen or print it out
- • Host scans it at check-in station
- • Save invitation email to phone or email app for easy access
- • Increase phone brightness when showing QR code for better scanning
- • Print QR code as backup if phone battery is concern
- • Each QR code only works once per event (prevents duplicate check-ins)
- • QR codes expire after event end date/time for security
Entry Codes (5-Digit Backup)
Each guest receives a 5-digit numeric code as a backup if QR scanning fails or is unavailable.
Entry Code Format
When to Use Entry Codes
HOST VIEW
How to Use (Host):
- 1. Ask guest for their 5-digit code
- 2. Enter code in manual entry field
- 3. System looks up guest by code
- 4. Verify guest details match person
- 5. Confirm check-in
GUEST VIEW
How to Use (Guest):
- 1. Find code in invitation email
- 2. Remember or write down: 5 digits
- 3. Tell code to host at check-in
- 4. Host enters it manually
- 5. Check-in completes
Master Access Control
The check-in station requires host authentication to prevent unauthorized access. You have two authentication methods.
Master Access Code
Alphanumeric code unique to your event
Found in: Event Live email, Dashboard QR/Codes tab
Master QR Code
Scannable QR code for quick authentication
Alternative to typing access code
Session Security
- 🔒30-Minute Sessions: After authentication, check-in station unlocks for 30 minutes
- ⏰Auto-Lock: Station automatically locks after 30 minutes for security
- 🔄Re-Authentication: Enter master code/QR again to unlock for another 30 minutes
- 👥Prevent Unauthorized: Ensures only authorized hosts can check in guests
Check-In Station Setup & Usage
The check-in station is where you process guest arrivals. Set it up at venue entrance for smooth flow.
Before Event Day
- 1.Go to Event Management → QR/Entry Codes tab
- 2.Download master QR code to your phone (for quick authentication)
- 3.Save master access code to phone notes or password manager
- 4.Ensure check-in toggle is "Enabled" (automatically activates on event day)
- 5.Test scanning with a guest QR preview (don't actually check in)
On Event Day
- 1.Set up check-in device (phone/tablet/laptop) at venue entrance
- 2.Open check-in station from Event Management dashboard
- 3.Enter master access code OR scan master QR code
- 4.System unlocks for 30 minutes - timer visible on screen
- 5.Ready to scan guest QR codes or enter entry codes
During Check-In
- 1. Guest shows QR code on phone screen
- 2. Scan QR code with device camera
- 3. System displays guest details (name, email, RSVP status)
- 4. For ID verification events: View and verify ID document
- 5. Click "Confirm Check-In" button
- 6. Guest receives welcome email, entry granted
- 7. Dashboard updates with new check-in count
- 1. Guest tells you their 5-digit code
- 2. Enter code in manual entry field
- 3. System looks up and displays guest details
- 4. Verify name matches person in front of you
- 5. Check ID document if verification enabled
- 6. Confirm check-in
- 7. Process complete
- 1. Station automatically locks
- 2. Re-enter master code or scan master QR
- 3. Unlocks for another 30 minutes
- 4. Continue checking in guests
Common Check-In Scenarios
- • Set up multiple check-in stations for large events (each needs device logged in)
- • Keep phone charger nearby - check-in uses camera continuously
- • Have good lighting at entrance for QR code scanning
- • Print guest list backup in case of technical issues
- • Assign staff member to help guests find QR codes in email
Event Features
Hostory offers powerful features to engage guests and ensure event security. Here's how each feature works.
Event Memories Gallery
Guests upload photos during and after the event, creating a shared memory gallery accessible to all attendees.
During Event
- • Guests upload photos in real-time
- • Photos appear immediately in gallery
- • All guests see new photos instantly
- • Capture moments from multiple perspectives
After Event
- • Gallery remains accessible for 7 days
- • Guests can upload missed photos
- • You can download all gallery photos
- • Create lasting memories collection
HOST VIEW
Host Capabilities:
- • Upload photos during event creation (seed gallery)
- • Add photos anytime during/after event
- • View all guest-uploaded photos
- • Remove inappropriate photos
- • Download entire gallery as ZIP
GUEST VIEW
Guest Capabilities:
- • Upload up to 10 photos at once
- • Multiple uploads allowed
- • Photos max 5MB each
- • View everyone's photos in gallery
- • Download individual photos
ID Verification System
For events requiring extra security, guests must upload government ID documents which you review before allowing check-in.
When to Use ID Verification
- • Corporate events with restricted access
- • High-security venues or facilities
- • Events with age restrictions (21+, 18+)
- • Events with valuable giveaways or prizes
- • VIP or exclusive gatherings
ID Verification Workflow
Guest RSVPs as normal, sees notice that ID verification required
Guest uploads photo of government ID (passport, driver's license, national ID card)
You review ID in "ID Review" tab, verify photo quality and information is readable
Approve if valid, or reject with reason (blurry photo, expired ID, name mismatch)
At check-in, verify physical ID matches uploaded document before confirming entry
Guest Requests & Assistance
Guests can send assistance requests during the event, including their GPS location for emergencies.
What Guests Request
- • Emergency assistance
- • Lost items
- • Facility questions (restrooms, parking)
- • Event information
- • Medical assistance
- • Security concerns
How You Receive Requests
- • Email notification (real-time)
- • Messages tab in dashboard
- • Security monitoring emails (if configured)
- • Request includes guest location
- • Timestamp of request
GPS Location Sharing
When guests submit assistance requests, they can share their location. This is critical for:
- • Finding guests in large venues
- • Medical emergency response
- • Security incident location
- • Lost guest reunification
HOST VIEW
Responding to Requests:
- 1. Receive email notification
- 2. Open Messages tab in dashboard
- 3. View request details and location
- 4. Call or email guest directly
- 5. Dispatch staff if needed
- 6. Mark request as resolved
GUEST VIEW
Submitting Requests:
- 1. Open guest event page
- 2. Go to "Request Assistance" tab
- 3. Type request message
- 4. Grant location permission (optional)
- 5. Submit request
- 6. Wait for host response
Security Monitoring
Configure security monitoring email addresses to receive real-time alerts about event security concerns.
Security Alerts Sent
Setting Up Security Monitoring
- 1. During event creation (Step 3: Host & Operations)
- 2. Add security personnel email addresses
- 3. Add multiple addresses (venue security, private security, staff managers)
- 4. They automatically receive real-time alerts
- 5. No additional login required - alerts via email
Guest Experience
Understanding what guests see and do throughout their event journey - from invitation to post-event.
How Guests Check Their Invites
Guests receive invitations via email. They can also check invitation status on your website.
Method 1: Via Email
- 1. Guest receives "Guest RSVP Email" in their inbox
- 2. Email contains event details and RSVP button
- 3. Guest clicks "RSVP Now" to respond
- 4. If email missing, check spam/junk folder
Method 2: Check My Invite Page
- 1. Guest visits "Check My Invite" page on Hostory website
- 2. Enters their email address
- 3. System sends OTP code to verify email
- 4. Guest enters OTP to view their invitations
- 5. List of all their pending/accepted invitations displayed
RSVP Journey (Guest Perspective)
Guests follow a secure, guided process to RSVP. Here's exactly what they experience.
Guest sees: Email with event banner, name, date, time, location
Guest does: Opens email, reads event details
Next step: Clicks "RSVP Now" button
Guest sees: Page asking to verify email ownership
System does: Automatically sends 6-digit OTP code to their email
Guest does: Checks email, enters OTP code
Why: Prevents unauthorized RSVPs from someone else
Guest sees: Full event page with all information
- • Event description (dress code, theme, instructions)
- • Date, time, location (with map)
- • Host photo and contact info
- • RSVP deadline (if set)
Guest sees: Two prominent buttons
If attending, guest also:
- • Enters dietary requirements (if enabled)
- • Adds plus-one guests (if allowed)
- • Reviews and submits RSVP
Guest sees: Success message on screen
Guest receives: "RSVP Confirmation" email within minutes
Email includes:
- • Confirmation of attendance
- • Link to personal guest event page
- • What they can do on guest page (update dietary, upload photos, comment)
- • Reminder to save QR code from invitation email
Guest Event Page Features
Each guest gets a personalized event page with tabs for different features. Access remains for 7 days post-event.
📋 Event Information Tab
Guest can view:
- • Complete event details
- • Interactive location map
- • Event banner and photos
- • Host contact information
- • Date, time, dress code
🍽️ Dietary Requirements Tab
If enabled, guest can:
- • Enter dietary restrictions
- • Specify allergies
- • Add special meal preferences
- • Update anytime before event
📸 Event Memories Tab
If enabled, guest can:
- • Upload photos (during/after event)
- • View all guest photos
- • Download photos
- • Create shared memory album
💬 Event Comments Tab
If enabled, guest can:
- • Post comments/questions
- • Reply to other guests
- • See host responses
- • Engage with community
🆘 Request Assistance Tab
Guest can:
- • Send help requests to host
- • Share GPS location
- • Get real-time support
- • Contact security team
✍️ Feedback Tab
Post-event, guest can:
- • Submit event feedback
- • Rate experience
- • File complaints if needed
- • Provide testimonials
Guest Check-In Process
Here's what guests experience when they arrive and check in at your event.
Guest Check-In Journey
Guest opens invitation email, finds QR code and 5-digit entry code. Takes screenshot or keeps email open on phone.
Guest locates check-in station (usually at entrance). May see queue of other guests checking in.
Guest shows QR code on phone screen to host. Host scans with device camera. OR guest verbally provides 5-digit entry code if QR unavailable.
If event requires ID verification, host compares physical ID to uploaded document. Guest must present government ID that matches.
Host confirms check-in. Guest sees success message. Receives "Welcome Check-In" email within seconds. Entry granted to venue.
Guest accesses event page on phone. Can upload photos, post comments, request assistance. Enjoys event!
✅ Successful Check-In
Guest sees/receives:
- • "Check-in successful" message
- • Welcome email to phone
- • Access granted to venue
- • Can now enter event
❌ Check-In Issues
Possible problems:
- • Already checked in (duplicate scan)
- • Access restricted by host
- • No RSVP submitted
- • ID verification pending/rejected
- • Arrive with phone charged or print QR code as backup
- • Keep invitation email accessible
- • Have government ID ready if verification required
- • Memorize 5-digit entry code as backup
- • Arrive early if expecting large crowds
Analytics & Reporting
Track event performance, guest engagement, and attendance with comprehensive analytics and downloadable reports.
Understanding Your Dashboard
Your Analytics tab provides live insights into guest behavior, RSVP trends, and check-in progress.
📊 Key Metrics
📈 RSVP Timeline Chart
Visualizes RSVP acceptances over time
Shows:
- • Date of each RSVP
- • Cumulative acceptance count
- • Trend line (early vs late RSVPs)
- • RSVP deadline indicator
🥧 Guest Breakdown
Pie chart showing guest distribution
- • Attending (green slice)
- • Declined (red slice)
- • Pending (yellow slice)
- • Checked In (blue slice)
⏱️ Activity Timeline
Chronological event activity log
- • Invitation sent timestamps
- • RSVP submissions
- • Check-in events
- • Comments posted
- • Requests received
🍽️ Dietary Requirements Summary
Aggregated dietary data from all guests who provided preferences
Attendance Reports
Monitor check-in progress during the event and view final attendance statistics afterward.
During Event: Live Check-In Progress
After Event: Final Statistics
Exporting Data & Reports
Export guest lists, attendance data, and analytics for your records or further analysis.
📄 Guest List (CSV)
Includes:
- • Name, email, phone
- • RSVP status
- • Checked-in status
- • Check-in timestamp
- • Dietary requirements
- • Additional guests count
📊 Attendance Report (PDF)
Includes:
- • Event summary
- • Key metrics and statistics
- • Charts and graphs
- • Dietary breakdown
- • Check-in timeline
- • No-show list
🖼️ QR Codes (PDF)
Includes:
- • Master host QR code
- • Master access code
- • All guest QR codes (optional)
- • Entry codes for each guest
📈 Analytics Export (JSON)
Includes:
- • Raw analytics data
- • Timeline events
- • RSVP trends data
- • Check-in logs
How to Download Reports
- 1. Navigate to Event Management → Analytics tab
- 2. Scroll to "Export Data" section
- 3. Select report type (CSV, PDF, etc.)
- 4. Click "Download" button
- 5. File downloads to your device
Pro Analytics Tips
- • Check RSVP timeline to identify optimal invitation timing for future events
- • Monitor no-show rates to improve RSVP accuracy predictions
- • Export guest lists immediately after event while data is fresh
- • Use dietary summaries to plan catering for future events
- • Compare attendance rates across multiple events to optimize planning
Troubleshooting & FAQs
Common issues and solutions to help you resolve problems quickly. Contact support if you need additional assistance.
Common Issues & Solutions
Guest Didn't Receive Invitation Email
Possible Causes:
- • Email in spam/junk folder
- • Incorrect email address entered
- • Email provider blocking automated emails
- • Guest deleted email accidentally
Solutions:
- 1. Ask guest to check spam/junk folder and mark as "Not Spam"
- 2. Verify email address in Guest tab (edit if incorrect)
- 3. Use "Resend Invitation" button next to guest name
- 4. Try alternative email address if available
- 5. Share guest page link directly via text message
QR Code Won't Scan at Check-In
Possible Causes:
- • Poor lighting conditions
- • QR code image blurry or damaged
- • Phone screen too dim
- • Camera focus issues
- • QR code expired (past event end date)
Solutions:
- 1. Increase guest's phone brightness to maximum
- 2. Move to well-lit area or use flashlight
- 3. Ask guest to zoom QR code larger on screen
- 4. Clean camera lens on scanning device
- 5. Use manual entry: ask guest for 5-digit entry code
- 6. Resend QR code email if image corrupted
Guest Can't Change RSVP (Deadline Passed)
Why This Happens:
RSVP deadline set by host has passed, or automatic 24-hour cutoff reached
Solutions:
- Option 1 (Extend Deadline): Go to Event Edit → Change RSVP deadline to future date/time
- Option 2 (Manual Update): Go to Guests tab → Find guest → Manually change RSVP status
- Option 3 (Day-of Change): Update status at check-in station if guest shows up unexpectedly
Check-In Session Keeps Expiring
Why This Happens:
Check-in sessions automatically lock after 30 minutes for security
Solutions:
- 1. Keep master access code readily available
- 2. Save master QR code to phone home screen
- 3. Re-authenticate when prompted (takes 5 seconds)
- 4. For continuous check-in over 30 min, keep device active
- 5. This is a security feature - cannot be disabled
Additional Guest Not Showing Up
Why This Happens:
"Allow Additional Guests" feature not enabled during event creation
Solutions:
- 1. Go to Event Edit → Guest Setup section
- 2. Enable "Allow Additional Guests" toggle
- 3. Set per-guest limit (e.g., "up to 2")
- 4. Save changes
- 5. Guests can now add plus-ones during RSVP
- Alternative: Manually add plus-ones to guest list
Guest Says They're Restricted
Why This Happens:
Guest marked as "Restricted" in guest management (blocks check-in)
Solutions:
- 1. Go to Event Management → Guests tab
- 2. Find guest in list
- 3. Look for red "Restricted" badge
- 4. Click toggle to unrestrict if appropriate
- 5. Guest can immediately check in
- Note: Use restriction for banned/removed guests only
Unlock Code Not Working
Possible Causes:
- • Code already used for another event
- • Code expired
- • Incorrect format (missing "UNLOCK-" prefix)
- • Typo in code entry
Solutions:
- 1. Verify format: UNLOCK-ABC123 (must include prefix)
- 2. Copy-paste code from approval email (avoid typos)
- 3. Check if code already used in another event
- 4. Request new unlock code if expired or used
- 5. Use Free plan temporarily while waiting for new code
Frequently Asked Questions
Can I edit event details after publishing?
Yes! You can edit any event detail at any time from the Event Management dashboard. Click "Edit Event" button, make changes, and save. All invited guests will receive an "Event Updated" email notification automatically.
How do I add more guests after event is published?
Go to Event Management → Guests tab → Click "Add Guest" button. Enter guest details (name, email, phone). System automatically generates QR code and entry code, then sends invitation email. You can add guests anytime before or during the event.
Can guests RSVP without email verification?
Only if you make the event "Public" in Step 4 of event creation. Public events allow anyone with the link to RSVP without OTP verification. Private events (default) require OTP to prevent unauthorized RSVPs.
What happens if a guest loses their QR code?
No problem! You can resend their QR code from Guests tab → Click "Resend QR" button. They'll receive a fresh copy via email. Alternatively, they can use their 5-digit entry code as backup (also in invitation email).
Can the same QR code be scanned twice?
No. QR codes can only be used once per event. If scanned twice, system shows "Already checked in at [timestamp]" and blocks duplicate check-in. This prevents fraud and accidental re-scanning.
How long do QR codes remain valid?
QR codes are valid from event start time until Event End Date/Time (set in Step 1). If no end date set, codes expire 24 hours after event start. After expiration, codes become invalid for security.
Can I delete a published event?
Yes, but carefully. Go to Event Management → Settings → "Delete Event" (at bottom). All guest data, QR codes, and analytics will be permanently deleted. Guests will no longer be able to access the event page. Use "Cancel Event" instead if you want to preserve data.
What devices work for check-in scanning?
Any device with a camera and web browser: smartphones (iOS/Android), tablets (iPad, Android), laptops with webcams. Desktop computers with USB webcams also work. Recommend using phone/tablet for mobility at check-in station.
Can multiple people manage the same event?
Currently, events are tied to the host account that created them. You can share your login credentials with trusted team members, or use multiple check-in devices logged into the same account. Team management features coming soon!
Do guests need to create an account?
No! Guests never need to create a Hostory account. They access everything via unique tokens in their invitation emails. Only you (the host) need an account to create and manage events.
Contact Support
Need Additional Help?
Send detailed questions or bug reports to our support team.
support@hostory.comResponse time: 24-48 hours (weekdays)
When Contacting Support, Please Include:
- • Your account email address
- • Event name or ID (if issue is event-specific)
- • Detailed description of the problem
- • Screenshots or error messages (if applicable)
- • Steps to reproduce the issue
- • Device and browser information
Comments & Discussions
When enabled, guests can post comments, ask questions, and reply to each other on the event page.
HOST VIEW
What You Can Do:
GUEST VIEW
What Guests Can Do:
Comment Workflow