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Guest limits that residents accept
People rarely argue with a rule. They argue with a rule that seems to change depending on who is at the gate. Most of the work is making the limit predictable.
Choose one number and write it down
In Pool Check-in, the community sets the most guests one household may bring. The attendant cannot go over it. Pick the number your rules already state, and if the rules do not state one, ask the board to settle it before the season starts so the gate is not making policy on the day.
Say it before people reach the gate
A limit is easier to accept when a resident has already seen it. Put it in the opening email, on the community page and on a sign at the gate. The free Check in here sign on the shop page has a line to write in your hours and your guest limit, ready to print on any printer.
Count the same way every time
Detailed mode asks the attendant to name the adults, count the children under 16 and name guests who are 16 or older. Simple mode asks only for the signer and the totals. Either way the household's guests count toward the same limit, so a resident hears the same answer from a Saturday volunteer and a weekday attendant.
Handle the exception once, in one place
Birthday parties and visiting family happen. Decide in advance who may approve more guests and how a resident asks, and tell volunteers to send those requests to that person. The app holds the line at the gate so the volunteer does not have to be the one to refuse.