Event reception
Check-in for a picnic of over a thousand families, instead of a shared Excel sheet
About the project
More than a thousand employees signed up for the Wielton Family Picnic in June 2026. With companions and children, that meant several thousand people. Check-in had to tick guests off at six desks at once and hand each of them the right wristbands straight away. Instead of a shared Excel sheet, we built a dedicated app for it.
(Challenge)
The file from the sign-up form had 125 duplicate registrations, families sharing one card number and children entered in a single cell. Six desks had to work from one database, and staff could not see guests' phone numbers or emails. Every mistake at the gate meant a queue of families with children.
01 / 03(Scope)
- Import of the list from the sign-up form. It finds the sheet and columns by itself, merges duplicates, and a repeat import never adds the same guest twice
- Search without Polish diacritics, by companion and by card number from a scanner
- Guest card. Employee, companion and each child listed separately, with family members added later if needed
- The “Issue” screen. White wristbands for adults, orange for children, stickers for children up to 10 and VIP wristbands
- Guest list with filters, live statistics, an arrivals chart and an activity log showing the desk
- Attendance export to XLSX, a printed plan B and data deletion after the event
- 37 security tests and a trial of 100 simultaneous check-ins from six desks
(Result)
For each guest, staff see only what they need to let them in and hand out wristbands, and the organiser sees attendance live.
03 / 03desks on one database
duplicate sign-ups merged on import
types of wristbands and stickers
security tests
From file
to gate
A picnic check-in desk is not an office. Every screen has to work with a family with children at the desk and a queue behind them.
Guest list
The sign-up file had duplicates, families on one card number and children in one cell. The import spots all of this on its own.
Desk
Search, a guest card and one big button. The employee, their companion and each child have their own box to tick.
Handing out
After check-in, the screen says what to hand out. Children up to 10 get a sticker with their name and a parent's phone number.
Testing
37 security scenarios and 100 simultaneous check-ins. If two desks click the same guest, the check-in is recorded once.
After the event
Attendance export to Excel and deletion of guest data from the server.
