FR EN AR
IGE EVENT

User Guide

Visit management system and real-time tracking.

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01. Overview

Update the platform designed to automate reception and networking at your event. This solution centralizes participant management and streamlines the flow at reception desks.

Hybrid Registration (Multi-Channel)

  • Visitors: Online self-registration portal (pre-registration) and optimized interface for last-minute on-site registrations.
  • Exhibitors: Dedicated management module allowing administrative assistants to register and manage exhibitor lists upstream.

Connected Badges with vCard QR Code

  • Generation of smart QR Codes containing full contact details (vCard Format).
  • Allows instant contact exchange between visitors and exhibitors without internet connection.

Sticker Badge Printing

  • Instant editing of sticker tickets upon participant arrival at the reception desk.
  • Optimized formatting for professional thermal printers.

Automated Presence Validation

  • Badge printing automatically triggers presence validation in the database.
  • Real-time tracking of participation rates and exact arrival time of each guest.

02. Visitor Registration

There are two ways to register a visitor: via the admin panel or via the public form. After registration, the visitor receives their ticket by email.

Note: Both visitors and exhibitors receive a QR code in VCard V4.0 format, allowing easy contact import into any smartphone.

Registration Flow Diagram

sequenceDiagram autonumber participant V as Visitor participant S as Site (/register) participant A as Admin (/admin) participant DB as System Note over V,S: Public Registration V->>S: Fills info and chooses a Host S->>DB: Creates Visitor and Visit DB-->>V: Shows Ticket + QR Code DB-->>V: Sends ticket by email Note over A,V: Host Registration A->>A: Creates a new Visit A->>DB: Saves visitor DB-->>V: Sends ticket by email A-->>V: Sends ticket link

Public Registration (1-4)

  • 1 Visitor enters information (name, company, email) and selects a host.
  • 2 Site sends data to the system to create the visitor and visit.
  • 3 System displays the ticket and the unique QR code.
  • 4 System sends the ticket to the visitor by email.

Host Registration (5-8)

  • 5 Admin/Host initiates the creation of a new visit.
  • 6 Visitor information is validated and saved.
  • 7 System sends the ticket to the visitor by email.
  • 8 The host can manually share the ticket link with the visitor.

03. Validation & Printing

When a visitor arrives, the printing desk validates their presence and prints the ticket. Scanning (QR Code) will be integrated in a future phase.

Validation Procedure Diagram

flowchart LR A["Visitor Arrives"] --> B["Printing Desk"] B --> C["Print Ticket & Validate"] C --> D["Auto-Presence Update"] D --> E["WebSocket Broadcast"] E --> F["Host Dashboard"] F --> G["Real-time Notification"] style A fill:#181B21,stroke:#C3141D,color:#fff style B fill:#C3141D,stroke:#C3141D,color:#fff style C fill:#C3141D,stroke:#C3141D,color:#fff style F fill:#1d4ed8,stroke:#1d4ed8,color:#fff

04. Ticket Delivery by Email

Visitors can receive their access ticket directly by email after registration. This ensures they have a digital copy ready to be scanned at the event entrance.

Email Notification Flow

flowchart LR A["Registration Flow"] --> B["System sends email"] B --> C["Receives email"] C --> D["Opens link"] D --> E["Ticket Page"] style B fill:#C3141D,stroke:#C3141D,color:#fff style E fill:#181B21,stroke:#C3141D,color:#fff

05. Exhibitor Registration

Exhibitors can register via a dedicated form. Their contact information, business sector, and stand number are recorded to manage their participation effectively.

Note: Both visitors and exhibitors receive a QR code in VCard V4.0 format, allowing easy contact import into any smartphone.

Exhibitor Flow Diagram

flowchart LR A["Exhibitor Form"] --> B["Process Validation"] B --> C["Admin Panel"] C --> D["Participation Management"] style A fill:#C3141D,stroke:#C3141D,color:#fff style C fill:#181B21,stroke:#C3141D,color:#fff