Plan airtime distribution at a large event
Work out how many people will arrive at check-in together and how long it takes to hand out each reward. Confirm eligibility beforehand. Give the desks a shared record of what they have issued and send disputed or unconfirmed claims to a supervisor so the line can keep moving.
| When | Prepare |
|---|---|
| Before the event | Eligibility list, approved values, distribution route and reserve |
| At check-in | One issue record per recipient and a supervised exception queue |
| At shift change | Used allocation, remaining stock and open cases |
| After the event | Reconciled issue or order report and agreed follow-up |
By Freepaid · Published
Plan the queue by time and channel
Decide whether to send to verified numbers in advance, issue PINs at check-in or use a split. Pre-sending reduces desk workload when you can verify the number and have a reliable release process. On-site issue can work when staff can confirm eligibility and give clear instructions. Ask how a participant with limited data or no access to the original communication can get help.
For a rush of 120 people over 40 minutes, start with how long each handover takes. Allow 45 seconds in this example. One desk can handle about 53 people in that time, before interruptions. Set up three staffed desks and let a supervisor take the cases that need more than a quick check.
Keep the stock and evidence secure
If issuing PINs, decide who can open the stock and how unused value is returned or reconciled. Keep the PIN out of the check-in sheet and use a masked or separate issue reference. If direct recharge is used, capture the original order reference and confirm whether the provider has returned a result. An order awaiting a result belongs in the exception queue.
Mark each recipient as eligible, issued, held or referred. Include a timestamp and desk ID when practical. If two desks share the same audience, ensure they can see the current issue record before handing over value. Where that is impossible, give each desk a distinct list and a process for transferring exceptions.
Close the event on the evidence
With 250 rewards at R30 each, you have R7,500 in face value to account for. If staff issue 230 and 20 are held or unclaimed, the issue records account for R6,900. Track the remaining R600 separately. Finance still needs to check what was paid and who will follow up on outstanding cases.
Give the event owner the number of accepted claims, completed handovers and remaining exceptions. Record what caused slowdowns and whether people could use the chosen product. Keep the checklist for the next event so staffing and the reserve can be based on real demand. AllNetAirtime · SIMcloud
Run a timed rehearsal
Before the doors open, have desk staff run several practice claims back to back. Time a routine handover, then see how long the supervisor takes to find a duplicate or held claim. Use the slower step to decide where to put extra staff or simplify the script.