An Attendee Management System for Easy Event Sign-In
Professional Attendee Management from Our Easy-to-Use Event Sign-In System
InVentry’s attendee management system takes care of the guest side of your event, from the first invitation to the final attendance report. Guests are invited and pre-registered in advance, then sign in on arrival with a QR code, at a touchscreen kiosk or with a quick name search. You can see who has arrived as it happens, print ID badges on the day and export an accurate attendance record once it’s over. It suits conferences, workshops, company training days, parents’ evenings and larger gatherings.
Event Attendance Tracking From Arrival to Departure
For events, such as company training days, conferences, or school parents’ evenings, it can be difficult to ensure that everyone is accounted for. In case of an emergency, or after the event for reporting on attendance, it is important to have an accurate, up-to-the-minute list of attendees, which can be created in InVentry’s event attendance tracking solution. Traditional paper-based event sign- in systems can make this a challenging task and lead to inaccuracies in the information.
This solution acts as an event sign-In system that allows you to streamline the event attendance tracking process and provide accurate sign in and out information that can be easily accessed before, during, and after an event from one location.
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How Our Events Check-In Software Works
Our event check-in software is designed to make hosting, managing, and tracking event visitors simple, secure, and highly efficient—whether you’re running a school event, corporate function, or large public gathering. Here’s how it works from planning through to completion.
1. Event Setup & Configuration
Events are created quickly within the system, with key details such as date, time, location, capacity, and host information clearly defined. Access rules and sign-in requirements can also be tailored to suit the specific event.
2. Invitations & Pre-Registration
Attendees can be invited in advance and encouraged to pre-register their details. This allows the system to generate personalised QR codes for fast and secure sign-in on arrival, reducing queues and improving the visitor experience.
3. Event Visitor Arrival & Sign In
On arrival, event visitors can sign in using a self-service sign-in kiosk, QR code scan, or manual search. The event management system instantly retrieves their details, ensuring a smooth and professional check-in process.
4. Live Attendance Tracking
Organisers can monitor real-time attendance throughout the event, with instant updates showing exactly who is on-site at any given moment for complete visibility and control.
5. Badge Printing & Identification
Where required, personalised event badges can be printed on arrival, clearly identifying visitors, hosts, and staff to improve security and on-site recognition.
6. Host Notifications & Coordination
Hosts are automatically notified when their event visitors arrive, ensuring seamless coordination and a professional welcome experience.
7. Compliance & Event Information
Important information such as health and safety guidance, safeguarding policies, or site rules can be presented during sign-in, so every event visitor has seen them before they go in.
8. Reporting & Event Insights
After the event, detailed reports are available showing attendance data, peak arrival times, and visitor activity, helping organisers evaluate success and improve future events.
30 Day Money Back Guarantee!
Just like the 10,000 organisations currently using InVentry, we know you’ll love the system as much as we do! We’re extremely passionate about the technology we create, and we want this to reflect in the software we provide you, but we understand that you may have a change of heart. Which is why we’re proud to introduce our new 30-day money-back guarantee*.
Our confidence in the InVentry sign-in system, along with our commitment to our customers, means that if our system doesn’t meet your expectations, you could be eligible for a full refund. Check out our T&Cs to see our promise, if you qualify and how to get in touch to enquire about a refund.
Want To Know More About Our Events Sign In Solutions?
Speak to us today to find out more about how our event sign-in system can benefit your event, conference and business.
Attendee Management Features for Every Stage of Your Event
Everything you need to run the guest side of an event sits in one system. You can send invitations and register guests before the day, check them in and print badges when they arrive, and pull the attendance report once they’ve gone.
Custom Email Invitations
Send personalised invitations to your guests with embedded QR codes for quick, contactless sign-in, ensuring every attendee is pre-registered and ready to go.
Slick Attendee Check-In
Allow guests to scan their invitation or use touchscreen kiosks for speedy registration. ID badges can even be printed on arrival, creating a polished, professional first impression.
Insightful Data Capture
Collect important attendee information during sign-in with custom questions or terms acceptance, giving you the insights you need while keeping processes smooth and efficient.
Simple Attendee Registration
Register attendees individually or in bulk via spreadsheet uploads, making it easy to manage large guest lists without any extra hassle.
Emergency Roll Call Access
Through a link to our Rollcall feature, you can view a live list of who’s on-site at any time, ensuring safety and peace of mind during events, and making headcounts simple in emergencies.
Accurate Attendance Reporting
Generate one-click reports of attendance, exportable to Excel, to give you accurate records and actionable data for future event planning.
Events Sign In System Benefits
Our attendee management system creates the right first impression for your guests and visitors by adding a modern and professional greeting in our event visitor sign in system to your reception area.
Create custom event sign-in emails and send them to attendees prior to the event, including QR codes for sign-in.
Our event sign-in system allows pre-booked attendees to scan their invitation or sign-in via the touchscreen where they will be provided with a printed ID badge – and you don’t have to worry about paper waste with our eco-friendly label rolls!
Gather insights with our event sign-in system by interrupting the sign-in process with custom questions or acceptance of site terms and conditions.
Register attendees on InVentry’s attendee management system by bulk uploading via a spreadsheet or manual individual entry into the visitor’s sign-in book system.
Easily access a real-time copy of who is on-site for roll call in case of an emergency evacuation in our event sign in system.
One-click in our event sign-in system and you can access attendance reports that can easily be exported to Excel and shared.
Events It’s Used For…
School Events
Parents’ evenings, open evenings and visits from guest speakers all bring people on site who aren’t on your usual lists. Pre-register parents and guests in advance, and they can sign in with their QR code when they arrive. At the end of the evening you have an accurate record of who came, and while it’s running you can see who is still in the building. If you need visitors to read your safeguarding policy or site rules, show it on screen as they sign in, so nobody arrives without seeing it.
Training Days and Courses
For company training days, the attendance record is often the whole point. Register attendees in bulk from a spreadsheet, check them in as they arrive and export attendance to Excel afterwards, ready to share. The report also shows peak arrival times, which helps when you’re planning how many staff to put on the door next time. If you run a dedicated venue, see how InVentry works for training and event centres.
Conferences and Workshops
Invitations go out before the day, with a QR code for each guest. On arrival, attendees scan in or search for their name, their badge prints, and their host is told they’ve arrived. Custom questions or terms at sign-in let you collect anything else you need from every attendee. Once the day is over, you have one record of who attended, when they arrived and what they told you, instead of a pile of paper sheets to type up.
Corporate Functions and Larger Gatherings
Set the event’s capacity when you create it, then follow attendance live, so you always know how many people are on site. Staff, hosts and visitors can each wear a printed badge, which makes it easier to tell who is who in a busy room. Every guest goes through the same event entry: pre-registered, checked in on arrival and recorded. For the rest of your site, see our visitor management for events.
Attendee Management System FAQ’s
Managing attendees at events can be challenging, especially with large guest lists, last-minute arrivals, and the need for accurate reporting. Our events sign‑in system simplifies the process, making check-ins fast, secure, and professional. Below are some of the most common questions we get about how the system works and how it can benefit your events.
Yes. You can register guests individually, upload bulk lists via spreadsheet, or send out custom email invitations prior to the event for pre‑registration.
Absolutely. You can add custom fields or terms acceptance during the sign‑in process, allowing you to capture extra data or compliance confirmations from attendees.
Attendance reports can be generated with one click and exported to Excel, giving you accurate records for analysis, event evaluation, or planning your next event.
Designed to scale, the system handles events of all sizes, supporting bulk registration and rapid check‑in to keep queues moving and guest experience positive.
They scan the QR code from their invitation, sign in at a touchscreen kiosk, or find themselves with a quick name search. Where it’s needed, an ID badge prints on arrival.
Yes. The system records sign-in and sign-out, so you can see who is still at the event at any point and keep an accurate record for afterwards.
The events system links to RollCall, which gives you a live list of who is on site, so headcounts at the assembly point are quick.
Yes. Hosts are notified automatically when their event visitors sign in, so nobody is left waiting in reception.
Yes. Health and safety guidance, safeguarding policies or site rules can be shown during sign-in, so every attendee sees them before they go in.
For businesses, visitor pre-booking and event management are included in every corporate package.
Testimonials
See some examples of what our customers have to say about InVentry. For even more, visit our testimonials page.
InVentry has enabled us to be more efficient by allowing us to send invitations to visitors with a pre-populated bar code which they sign in with upon their arrival. All of our users are very impressed.
We love the ability to pre-book visitors and email them an invitation – this has improved visitor flow at our main reception with many visitors commenting on how professional the service is.
Signing out on departure literally takes seconds and we are left with a detailed record of who has been on the premises, when and details right down to the registration plate of their vehicle.
Case Studies
Parkstone Grammar School
See how InVentry helps Parkstone Grammar School with streamlining their sign in process and on-site safeguarding
Read More
Bury Grammar School
InVentry helps Bury Grammar School with a full read and write back integration with iSAMs to monitor pupils on-site
Read More
White Woods Primary
See how InVentry assists schools across White Woods Primary Academy Trust with their sign in procedure and events management
Read More
LOAI – Anderton Centre
Find out how the Anderton Centre have utilised InVentry for staff and events and safeguarding the children that come on-site
Read More
Ossett Academy
See how Ossett Academy have implemented InVentry across their trust after needing a stable signing in system across all 4 academies
Read More
Grand Theatre Blackpool
See how InVentry helps the Grand Theatre Blackpool improve their site security whilst streamlining their sign in process.
Read More
Gartnavel Hospital
Find out Gartnavel Hospital have been using InVentry to manage contractors and track keys across wards and estates
Read More
Portsmouth Football Club
Find out how Portsmouth Football Club have utilised InVentry and our custom questions module
Read More
BASF
Find out how the BASF have used InVentry to improve their visitor management and Health and Safety policies.
Read More
Geotech
Find out how Geotech are using InVentry to manage their contractors and evacuations throughout their technology based organisation
Read More
TRW Systems
Find out how TRW Systems are using InVentry as their virtual reception for visitors and staff creating the right first impression
Read More
Essendon Country Club
InVentry helps Essendon Country Club to identify regular contractors for Health & Safety purposes whilst improving their fire roll calls
Read More
Calderdale Council
Find out how Calderdale Council modernised their election process and remained GDPR compliant.
Read More
A1 Bacon Co
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Elmsleigh Infant & Junior School
Find out how Elmsleigh Infant & Nursery School used InVentry to improve their safeguarding and fire evacuation.
Read More
Oakfield Community
InVentry helps Oakfield Community (Easton Maudit) with a professional and seamless sign in system
Read More
Cams Lane Primary School
Find out how Cams Lane Primary School provided a consistent and accurate signing in experience for both staff and visitors.
Read More
Humbercare
See how we helped Humbercare streamline their staff and visitor management process whilst ensuring site security
Read More
Halesbury School
InVentry provides Halesbury School with a sign in solution that seamlessly integrates with their Almas access control system
Read More
Skinners’ Academy
InVentry improves staff management and time keeping at Skinners’ Academy whilst offering an accessible signing in system
Read More
Oryx International School
Oryx International School, based in the vibrant capital of Qatar, is a premium British school exclusively for the children of Qatar Airways employees.
Read More
Discovery Bay International School
Discovery Bay International School See how Discovery Bay have improved their processes for sixth form students and pupils at different campus’
Read More
Matrix Polymers
Find out how Matrix Polymers are using InVentry for visitors and staff sign in after replacing their paper based process
Read More
Thompsons Commercials
InVentry provides Thompson Commercials with a sustainable and comprehensive system to streamline their site management.
Read More
Woods Foodservice
Find out how Woods Foodservice utilised InVentry to obtain their Grade AA BRC accreditation
Read More
Pitmaston Primary School
InVentry Helps Pitmaston Primary School improve their record keeping whilst streamlining their evacuation process
Read More
Royal Holloway University
Find out how the Royal Holloway University manage the performance of their contractors using InVentry.
Read More
Bericap UK
InVentry enables Bericap UK to enhance on-site efficiency and professionalism, whilst streamlining their contractor management
Read More
ASCL
InVentry Provides ASCL with a professional sign in system whilst streamlining their staff management and evacuation process
Read MoreContact Us
Want to know more about our event sign in system?
Request a brochure, or book your free event management system demo today and find out how you can benefit from our event management system.
- 0113 322 9253
- info@inventry.co.uk
-
InVentry Ltd
Visitor House,
Gelderd Road,
Gildersome,
Leeds, LS27 7JN
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