The run sheet is the view your host stand keeps open during a shift. It shows what's happening today, in chronological order, with everything the host needs to greet a guest and start the experience.
Opening the run sheet
From the admin sidebar: Run sheet, in the Bookings group. Its sub-items are Check in, Manifest, Calendar, and Blackouts. The Manifest is the day's full booking list; the Check in screen is the streamlined kiosk view for the host stand.
The run sheet shows every booking for today, sorted by start time. For each booking:
- Time
- Guest name (or party host name for groups)
- Party size
- Experience name
- Payment status (paid / card on file / no card)
- Any notes (dietary restrictions, accessibility needs, first-time guest flag)
- Add-ons (custom label, themed package, take-home tote)
Checking a guest in
Tap Check in on the guest's row. That opens a "How many guests arrived?" confirm, pre-filled with the booked party size. Adjust the count up or down if reality differs (booked ≠ walked in happens constantly), then tap the single confirm button — "Check in N guests."
There's no incremental flow — you don't check in the host first and add the rest as they trickle in. It's one headcount confirmation for the whole party.
Marking a no-show
If the guest hasn't arrived well past the start time (most venues wait 15 minutes), open the More ▾ menu on the booking's Manifest card and tap Mark No-Show. It's available only for confirmed bookings, and it lives on the Manifest card — the kiosk Check-in screen has no no-show button. Nothing is charged automatically; the fee is always your call.
For Card-on-File bookings, tapping Mark No-Show is what charges the no-show fee to the saved card, per the policy you configured. One tap, your decision. For prepaid or no-card bookings, marking a no-show just records it — there's nothing to charge.
There's no undo for a no-show. Check-ins and completions can be undone, but Mark No-Show is terminal — if you mark someone by mistake, sort out the money side through Square (a refund if a fee was charged).
Booking a walk-in
Use Book A Guest at the top of the run sheet. Inside it, the Source is a radio choice — Walk-in, Phone, or Other — so a walk-in is just one source option on the same panel. Fill in the guest's name, party size, payment method, and the experience they're joining.
The guest is added to the run sheet, the seat count updates against your capacity, and payment is taken at the host stand (card present and in person, a lower processing fee than online).
Taking payment at the venue
For Card-on-File and no-card bookings, the guest pays in person. Ring the final amount — the experience plus any day-of add-ons (extra fragrance pours, a second candle, take-home accessories) — through your Square POS at the host stand, the same as any other sale. Card-present processing means Square's lower rate, and the receipt emails to the guest from Square automatically.
The saved card on a Card-on-File booking is only for your late-cancellation and no-show policy. It's never charged for the experience itself, and never without you deciding to.
Notes during service
The notes field is for the kind of things you'd write on a paper run sheet: "First-timer, give the slow walkthrough." "Allergic to lavender, use vanilla blend." "Anniversary couple. Give them the table by the window."
Notes are appended with Add note — they're append-only, so you're building a running log rather than overwriting. They're saved with the booking, so the next time the guest comes back you have the context.
During and at the end of the shift
Mark each booking Complete as its experience wraps — that action is on both the kiosk Check-in screen and the Manifest card. Nothing is auto-charged at any point.
At the bottom of the run sheet is the Daily activity strip — "What's happened today": new, rescheduled, and cancelled bookings plus your net covers for the day, following whatever date you're viewing.
The end-of-night Needs attention panel isn't on the run sheet — it's on Home (the dashboard), where overdue invoices and no-card buyouts surface for a decision. A clean run sheet at end-of-night still means a clean morning.