The main workflow, step by step
The window follows one company booking for a conference, from registration to check-in, with the organizer's view of the numbers. Select a step to see its screen. The event, the company and the attendees are invented for the demonstration.
Event setup
Northern Logistics ForumOn sale| Ticket | Rule |
|---|---|
| Early rate | Until a date, limited number |
| Standard | From then until the event |
| Exhibitor staff | By code only |
| Workshop add-on | Capacity per room |
Off the pathWhen a ticket type sells out, it closes and the next one opens, and a waiting list starts if you have enabled it.
Group booking
BK-41870Four attendees- Company
- Harrowgate Freight
- Attendees
- Names and emails entered
- Workshops
- Chosen per person
- Invoice
- One, to the company
Off the pathA booker who does not yet know every name can reserve places and add the names later, up to a deadline.
Payment
BK-41870Awaiting transfer| Item | State |
|---|---|
| Method | Bank transfer on invoice |
| Places | Held until the due date |
| Tickets | Issued once payment arrives |
Off the pathPlaces held against an unpaid invoice are released after the due date, with a warning to the booker beforehand.
My ticket
TK-41870-3Confirmed- Code
- For scanning at the door
- Dietary needs
- Entered by the attendee
- Workshop
- Room and time shown
- Transfer
- To a colleague, until a deadline
Off the pathA ticket transferred to someone else cancels the old code at once, so that only the new holder can check in.
Check-in
Entrance ADoors open| Count | Now |
|---|---|
| Arrived | Updated with each scan |
| Expected | Remaining for today |
| Badge printer | Online |
Off the pathA code scanned a second time shows who used it first and when, and the attendee is sent to the help desk.
Who uses it, and what each role can do
An event involves people who meet the system once and staff who rely on it for a few intense hours. The roles are built around those very different uses.
| Role | Sees | Can do |
|---|---|---|
| Attendee | Their own ticket, sessions and details | Update details, choose sessions and transfer a ticket |
| Group booker | Their booking, attendees and invoice | Register, pay, add names and make changes |
| Organizer | Tickets, sessions, registrations and revenue | Configure the event and manage bookings |
| Door staff | The check-in screen for their entrance | Scan, look up by name and print a badge |
| Finance | Payments, invoices and refunds | Reconcile income and approve refunds |
When the work leaves the usual path
Events have a fixed date and a fixed capacity, so mistakes cannot be absorbed later. These are the situations the platform is designed to handle.
| Situation | What the system does | Who decides |
|---|---|---|
| Ticket type or session sells out | Closes it and opens a waiting list | Organizer |
| Invoice unpaid at the due date | Warns, then releases the held places | Finance |
| Attendee cannot come | Allows a transfer or a refund under your policy | Organizer |
| Same code scanned twice | Shows the first use and refers to the help desk | Door staff |
| Connection lost at the entrance | Keeps scanning from a local copy and syncs later | Door staff |
| Event postponed or cancelled | Notifies everyone and applies the refund rule | Organizer |
| Walk-in without a ticket | Sells or registers on the spot where capacity allows | Door staff |
What it connects to
Registration is the entry point to the organizer's other tools. These are the connections most often needed, depending on what you already use.
| System | What moves | Direction |
|---|---|---|
| Payment provider | Card payments, refunds and payouts | Both ways |
| Accounting or invoicing | Invoices, payments and tax | Out of the platform |
| CRM and email tool | Attendees, with consent for later contact | Out of the platform |
| Badge printers and scanners | Badge layouts and check-in events | Both ways |
| Event app or agenda tool | Sessions and personal schedules | Both ways |
What a first release includes
Tickets and pricing
Ticket types with dates, limits, codes and add-ons, changed by the organizer at any time.
Registration forms
Questions per ticket type, such as dietary needs or job role, with conditional follow-ups.
Group bookings
Several attendees in one booking, with one invoice, held places and names added later.
Payment and invoices
Card payment or invoice by bank transfer, with receipts, tax details and refunds.
Check-in and badges
Scanning by phone or handheld, lookup by name, badge printing and working without a connection.
Live reporting
Registrations, revenue, capacity by session and arrivals at each entrance, shown to the organizer as they happen.
Often added after the first release
- Seat or table selection
- Exhibitor and sponsor portals
- Session scanning for attendance credits
- Surveys after the event
- A branded attendee app
What we need from you
- The kinds of event you run and their typical size
- Ticket types, prices and the questions you ask attendees
- How companies pay you today, and your refund policy
- The check-in equipment you have or intend to buy
- An event manager and a member of door staff to test at a real event
Ownership and licensing terms are defined in the project agreement.
What to do next
Send us the registration form and ticket list from a recent event. We reply with a first release, the check-in set-up we would suggest and a proposal. Start a conversation or book a 30-minute call.
Common questions
Why build instead of using a ticketing service?
Ticketing services are excellent for standard public events, and their fees are the price of convenience. Building makes sense when you run many events and the fees add up, when bookings come from companies needing invoices and group management, when registration must connect to your own systems, or when the attendee data and the brand must stay with you.
Does check-in work without internet?
It should, because venue connections fail at the worst moment. Scanning devices hold a copy of the attendee list and keep working offline, then synchronize when the connection returns. With several entrances offline at once, a code could in theory be used twice, so the design keeps devices in step whenever any connection exists.
Can it handle paid and free events?
Yes. Free registration uses the same forms, limits and check-in without the payment step. Many organizers run both, along with invitation-only tickets released by code. Mixed events, with a free exhibition and paid workshops, are handled as ticket types and add-ons within one event.
What about attendee data and consent?
Registration collects personal details, sometimes including dietary or access needs. The platform records what was collected, for what purpose and with what consent, and removes it on the schedule you set. Sharing attendee lists with sponsors needs explicit consent in many jurisdictions, so that option is designed with your data protection adviser.