Efficient registration, access control and automated certificate delivery at a medical congress

The organizer of a professional medical congress approached us with a clear goal 👉 to simplify and automate the process of registering attendees, tracking their attendance at lectures, and delivering certificates with the credits awarded.

📝 The client's brief:

✅ Registration of attendees on site at the event, including printing name badges with QR codes,

✅ Control of entry to and exit from the lecture room,

✅ Precise calculation of time spent in lectures,

✅ Awarding credits based on the length of attendance at a lecture,

✅ Automatically sending a personalized certificate of attendance to each attendee by email.

🛠️ Our solution:

📥 Importing attendees

We imported the client's Excel list of attendees into the inviton.eu system – with details such as first name, last name and workplace for each visitor.

🧾 Registration and name badge printing

On site at the congress, the hostesses used a tablet to look up each attendee by name and printed a badge with a unique QR code, which was later used for access control.

🔄 Access control and time tracking

QR code readers, operated by the hostesses, were placed at both the entrance to and the exit from the lecture room.
Every entry and exit was recorded in the system, which allowed us to determine precisely how much time was spent in the room.

➡️ The organizer's main motivation was to ensure that attendees spent as much time as possible in the lecture hall – the more time, the more credits they earned.

🎓 Generating certificates

Once the congress ended, we used the system to automatically generate PDF certificates of attendance.

Each certificate included:

• The attendee's first and last name,

• The name of their workplace,

• The number of credits earned, based on the time actually spent in lectures.

All certificates were sent to attendees by email in bulk – with no need for manual processing or printing.

📈 Results:

• 💡 Attendees registered quickly and without waiting,

• 🎯 The organizer had an accurate overview of attendance and time spent,

• 📩 Certificates were sent automatically and error-free just a few hours after the congress ended,

• 🧠 A great deal of manual work and stress was eliminated during the critical post-event phase.

🧑‍⚕️ Who is this solution ideal for?

• Medical and professional congresses that are required to award credits,

• Conferences that require ongoing attendance tracking,

• Events where certificates need to be delivered to attendees quickly and accurately.

Would you like a similar solution for your congress or professional conference?
📩 Get in touch and we'll design a system tailored exactly to your needs.

👉 info@inviton.sk

FAQ:

How does lecture attendance tracking work?

The system records every entry and exit of an attendee via QR scanning and calculates their actual attendance based on that.

When does an attendee receive their certificate?

The certificate is generated automatically once the event ends and delivered by email that same day – including the details of the credits earned.