A voucher is an essential summary document sent to members (volunteers, staff, contractors) before they arrive on site. It consolidates all critical check-in details onto a single page: a unique access QR code, equipment allocations (such as T-shirt size), assigned shifts, and a day-by-day meal eligibility grid (catering).
Follow these steps to design, configure, and verify your custom voucher template in WeezCrew.
Step 1: Access the Documents Module
Log in to your event on WeezCrew.
From your event navigation menu, open the Documents section.
Click Create a Custom Document.
Step 2: Configure General Document Settings
Name the Document: Assign a clear title to your template (e.g., Volunteer Voucher).
Choose Dimensions: Select a preset page size (such as standard A4) or define custom dimensions tailored to your printing or mobile display requirements.
Restrict by Population: Link the document exclusively to target populations (e.g., volunteers, contractors). Individual pages can also carry specific access rules.
Step 3: Insert the Background Artwork
To keep the document clean and fast-loading:
Pre-design a static background layout containing fixed elements (event logos, welcome instructions, accreditation desk operating hours, blank meal grid).
Upload this image as the page background.
Display Tip: Set both width and height scaling to 1 by 1 (100% scale) so the artwork fits the entire page edge to edge without distortion.
Step 4: Add and Position Dynamic Text Variables
Layer static labels alongside dynamic profile variables pulled directly from member records:
Identity (Full Name):
Insert the dynamic variable for the member's first and last name.
Customize font family, size, alignment, color, and styling (e.g., bold).
Practical Tip: Expand the text container width generously so long names render cleanly without unexpected line breaks.
Equipment Allocations (e.g., T-Shirt Size):
Create a static text label (e.g.,
T-Shirt Size:).Place the corresponding custom field variable next to it so check-in teams can immediately hand over the right gear.
Assigned Shifts:
Insert a static heading (e.g.,
Assigned Shift:).Add the dynamic Shift variable, which automatically populates the categories and roles assigned to that member. Ensure the text box is tall enough to accommodate multiple shift entries.
Step 5: Embed the Member's Unique QR Code
The QR code is required for rapid check-in and on-site access control:
In the editor toolbar, select the QR Code component.
Position it in the designated area of your voucher layout.
Link this component to the member's dynamic QR code variable (
{user.qrcode}).Scannability Tip: Maintain high visual contrast (ideally on an unobstructed white background) and ensure adequate dimensions for reliable scanning by handheld barcode readers or WeezAccess mobile devices.
Step 6: Conditionally Display Meals (Catering)
You can display a validation icon inside meal grid cells only when a member holds the corresponding meal accreditation:
Insert the Icon:
Add a visual icon (such as a checkmark or meal symbol) and center it inside the specific meal cell on your background grid (e.g., Thursday Lunch).
Best Practice: Rename your layers clearly (e.g.,
Icon - Thursday Lunch,Icon - Friday Lunch) to navigate the element tree effortlessly.
Set the Conditional Display Rule:
In the element's properties panel, enable Conditional Display.
Link the icon to the matching accreditation rule (e.g., catering permission for Thursday's meal).
Duplicate for Remaining Slots:
Duplicate the configured icon and move it into the next meal cell (e.g., Friday Lunch).
Update the linked condition to match the corresponding date/meal accreditation, repeating this step across every meal slot of the event.
Step 7: Save and Preview Member Rendering
Save your document once the layout is complete.
Verify Dynamic Rendering: Open the per-member preview mode to validate that all data binds properly:
Full names display cleanly without truncation.
Each member's unique QR code generates properly.
Selected T-shirt sizes appear accurately (e.g., Size S).
Assigned shifts populate accurately (or remain blank if the member has not yet been scheduled).
Meal icons appear exclusively on the specific days the member is authorized for catering (for example, only Friday and Saturday).