This guide explains:
How Will Call works for organizers
How to check participants in
What to verify before closing your event
Common scenarios and best practices
📍 Where to Manage Will Call
Go to:
Manage Events → Select Event → Will Call Check-In
You can also view Will Call participants under:
Participants → Filter by Will Call
🧾 What Is a Will Call Registration?
When a participant selects Will Call at checkout:
Their hands are reserved
They do not pay in the app
They are expected to complete payment by your specified deadline
They must check in with you before receiving cards
They will see:
A payment deadline
Your Will Call pickup instructions
✅ How to Check In a Will Call Participant
Step 1: Verify Payment
Collect payment according to your instructions:
Cash
Check
Venmo
Zelle
On-site credit card (external system)
⚠️ Aces does not process Will Call payments — you confirm payment manually.
Step 2: Scan Participant QR Code
Have the participant open the app and display their registration QR code.
Use the Scanner on the Will Call Check-In screen to scan their code.
Once scanned:
They are marked as checked in
Their hands become eligible to receive cards
They can begin scanning stops
⚠️ Important Rules About Will Call
Participants will NOT receive cards if:
They have not been checked in
The event is closed before they are checked in
They miss the Will Call payment deadline (if enforced by the organizer)
If the event is closed and they were never checked in:
Their hands remain inactive
They will not receive cards even if you deal remaining cards
🧠 Best Practices for Smooth Check-In
Assign at least one Assistant to handle Will Call
Set a clear Will Call cutoff time
Include clear pickup instructions in Sales & Event Items
Announce where participants should check in
Encourage early arrival
🔄 Common Scenarios
❓ Participant Paid You but Not Checked In Yet
Solution: Scan their QR code to activate their hands.
❓ Participant Says They Registered But Doesn’t Appear
Check:
Are you looking under Will Call participants?
Did registration close before they completed signup?
Did they use the correct account?
❓ Participant Didn’t Show Up
You have two options:
Do nothing (their hands remain inactive)
Refund them manually if you collected payment externally
❓ Can I Convert Will Call to Paid In-App?
No. Will Call payments are handled outside the app.
If they want to pay online, they must register using a credit card instead.
🔒 Before Closing the Event
Before selecting Close Event, confirm:
All Will Call participants who paid have been checked in
No one is still waiting in line
No pending Will Call payments remain
Once the event is closed:
Unchecked Will Call participants will not receive cards
They will not be included when dealing remaining cards
🎯 Why Use Will Call?
Will Call helps you:
Reduce event-day lines
Encourage early app downloads
Allow flexible payment collection
Streamline registration
It combines online registration convenience with on-site payment flexibility.
❓ Need Help?
If you’re unsure how to handle a specific Will Call situation, we’re here to help:
👉 help.acespokerrun.com