Efficient Registration and Entry Control at a Multi-Day Conference

Organizing a multi-day conference calls for a precisely managed registration and entry-control process. The client approached us with a request to import their own list of attendees, print badges on site at the venue, control entries across several days and then get an overview of attendance.

📝 The client’s brief:

Importing attendees, badges on site, multi-day entry, statistics

✅ Import of the list of registered visitors from an Excel file
✅ Printing of personalized badges with a QR code directly on site
✅ Multiple ticket types – single-day and multi-day
✅ Entry control every day – the system had to verify whether an attendee was authorized to enter on a particular day
✅ Export of attendance statistics after the event

🛠️ Our solution:

1️⃣ Importing attendees and managing tickets - In the Inviton system we created an event with different ticket types according to the days. The client conveniently imported attendees from their Excel file, including name, company and entry type. During the event, they had the option to easily add more guests.

2️⃣ Registration and badge printing on site - We split the registration into two parts:

• Printing badges with a QR code – using the Inviton Promoter app, the hostesses quickly looked up a visitor by name or company and printed their personalized badge.
• Color-coded lanyards by ticket type – the app automatically displayed the ticket color, which made it easier to tell attendees apart by their authorization.

3️⃣ Entry control across several days - Over the following days, visitors were scanned at the entrance via the QR code on their badge. The app automatically evaluated whether the attendee had valid entry for the given day. This system significantly sped up admission and reduced errors compared to manual checks.

4️⃣ Post-event statistics - Once the conference was over, the client had at their disposal:

• Clear attendance charts by day
• The option to export attendees to Excel – including the date and time of arrival

The result? Efficient registration, fast entry and zero chaos

The Inviton system ensured smooth registration, flexible work with data and efficient entry control throughout the entire conference. After the event, the client had a clear overview of attendance, and thanks to the QR badges we eliminated paper lists and long registration queues.

Planning an event and don’t want to handle registration manually?

📩 Get in touch with us and we’ll be happy to prepare a tailor-made solution 👉 info@inviton.sk

FAQ:

Can the system distinguish access for different days or parts of the program?

Yes, each QR code can be tied to a specific day or time block, and the system can restrict or allow entry accordingly.

Is it possible to track attendees throughout the entire event?

Scanning at entry and exit enables detailed overviews of attendance in the individual parts of the program, which is especially important for professional conferences and training sessions.

Can the system be used to print badges for attendees?

Yes, the system enables automated badge printing – in advance or directly on site upon arrival. You can customize the badge content (e.g. name, company, entry type) to suit your needs.