Their team just scanned. We did the rest.
A global advisory firm invited HR leaders from 100+ companies to a half-day summit in BGC. We ran the whole back end from our office. Their own staff ran the door, on their own phones.
Client name kept private. All numbers are real.
The day, in numbers.
221 guests on the list. One afternoon. Here is what the door saw.
We carried the work.
They carried a phone.
The client’s team did three things. We did everything else, from our office. We never had to set foot in the venue.
Two weeks of work the guests never saw.
- Loaded 4 guest listsThey came in batches over two weeks: 52, 44, 38 and 62 guests.
- Checked every nameFixed duplicates and typos before anything went out.
- Tagged 10 VIPsSo the door and the organiser knew who mattered most.
- Sent every guest a QR passIn the client’s own brand. Same day for each new batch.
- Sent 2 remindersAbout 6 days before, and the day before with the registration time.
- Made a walk-in posterScan, sign up in about 30 seconds, get a pass by email right away.
- Got the door readyA scanner link for each of the 4 staff phones, plus test passes to practise on.
- Ran the live boardAnd answered every request on the day, within minutes.
- Sent the final reportPDF + Excel, about 30 minutes after closing.
That was it. Really.
- Sent their guest listsWhenever a batch was ready.
- Said yes to each emailNothing reached a guest without their OK.
- Scanned guests at the doorWith their own staff, on their own phones.
Their team’s only job on the day: scan, and say hello.
Fast at every step.
No waiting on us. No waiting at the door.
41 guests in 15 minutes.
No queue.
Most guests came in the 45 minutes before the start. Four phones kept the line moving.
Arrivals every 15 minutes
Wednesday 11 November 2026 · from the check-in data
Two weeks of prep.
One calm afternoon.
- 2 weeksbefore
The guest lists start coming in
4 batches. Each one checked, cleaned and sent out as branded QR passes.
52guests44guests38guests62guests10VIPs tagged - 6 daysbefore
Reminder 1
A friendly nudge, in the client’s brand.
- 1 daybefore198/198
Reminder 2, with the 12:15 PM registration time
Delivered to every guest. Not one pass bounced.
- 11:39AM
First guest scanned in
The live board starts counting.
- 12:15PM
Registration opens
Four staff, four phones, one shared count.
- 12:45PM41
The peak
41 guests in 15 minutes. No paper list. No queue.
- 1:00PM
The summit starts
Over half of the day’s guests are already in.
- 2:45PM
“Can we get a summary?”
The organiser asks for the numbers so far. They have them within minutes.
- 5:00PM
The summit ends
155 guests checked in. 23 of them were walk-ins.
- ~5:30PM30 min
The final report lands
PDF + Excel. Who came, who didn’t, and much more.
They saw everything.
Live.
No phone calls to ask “how many are in?” The organiser watched it all on one screen, the whole afternoon.
- 2:46Carlo D. · Door 1Welcome
- 2:31Mika F. · Door 2Welcome
- 2:18★Tess G. · Door 1VIP
- 2:04Jun A. · Door 3Welcome
- 1:52Iris P. · Door 2Welcome
- 1:49Bea M. · Door 1Welcome
- Signed off, every timeEvery guest email went to the client first. Nothing went out without their yes.
- A live board all afternoonArrivals, turnout, VIPs still to come, and each door’s count.
- Answers in minutesAsk for a number, get the number. Even in the middle of the event.
What they took home.
Not just a smooth door. Proof of who came, in their hands the same evening.
A true head count
Every guest scanned and named. Not a guess, not a tally on paper. 70% of the list.
Walk-ins, all named
People who just showed up signed themselves in at the poster. Each one is now on the record.
The full report
- Who came, who didn’t
- Arrivals every 15 minutes
- By company
- Per door staff
- The full door log
Jobs for their team
Send the lists. OK the emails. Scan at the door. Their people could focus on the guests.
Steal these for your next event.
Get the brand colour code and logo on day one
It saves rounds of changes on every email and pass.
Put the registration time in the last reminder
Arrivals peaked right before the start. People come when you tell them to.
Put a walk-in poster at the door
It turned 23 unknown walk-ins into 23 named, tracked guests.
Give door staff test passes
Five minutes of practice and the rush feels easy.
Your team at the door.
Us on everything else.
Send us your guest list. We handle the passes, reminders, walk-ins, live board and report. You just scan, and say hello.
Free for up to 15 guests. No app for your guests to install.
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