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The attendee journey

From invitation to final stamp.

Follow one guest through an event run on EventNook: the invitation she opens, the QR code she receives, the badge that prints at the door, and every session and passport stop along the way.

Follow the journey Watch the video
  • One QR code, inbox to last session
  • About 2 seconds per badge
  • Nothing for guests to install
Step by step

One guest, seven moments.

Meet Sarah, a delegate at a one-day summit. Here is what she sees at each step, and what your team gets behind the scenes.

Before the event · Step 1

An invitation with her name on it

Sarah receives a branded invitation by email or WhatsApp. Yes, I’ll Attend opens a registration form that already knows her. No, I Can’t Make It records her reply, and Add to Calendar saves the date.

Behind the scenes for your team
  • Send to a whole contact group, a filtered list, or people you pick one by one
  • Every guest gets a unique link, by email or WhatsApp, with reports for both
  • Follow up only the guests who haven’t registered yet
Invitations with Contact CRM

Before the event · Step 2

A form that’s already filled in

Her personal link opens the event’s registration form with her name, email and company in place. She checks the details, answers your questions and registers. Guests without an invitation sign up on your public event page instead.

Behind the scenes for your team
  • Registrations through the link are credited to the invitation
  • Set the ticket type, an expiry date, and whether each link can be used once or more
  • Paid tickets, approvals and waitlists when your event needs them
Event registration

Before the event · Step 3

Her QR code arrives by email

Her confirmation email arrives with a QR code ticket, the one thing she needs on the day. Reminders follow before the event. The same QR code can sign her in to NookPass, the event app, which opens in the browser with nothing to install.

Behind the scenes for your team
  • Confirmation emails and QR tickets go out automatically
  • Everyone in a group booking gets their own confirmation and QR code
  • Schedule reminder emails, or send confirmations and reminders on WhatsApp
Email and WhatsApp messaging NookPass

At the door · Step 4

She checks herself in

At the venue, Sarah holds her QR code up to a self-service kiosk. If she can’t find it, she searches her name instead. Guests who never registered are signed up on the spot as walk-ins.

Behind the scenes for your team
  • Self-service kiosks, staffed counters, or both side by side
  • QR scan, name search, or a lookup by email, phone or ticket ID
  • Check-ins sync with your registration list, so you see arrivals live
Event check-in Watch it at a live event

At the door · Step 5

Her badge prints in about two seconds

The moment she checks in, her badge prints with her name, company, category and QR code. She clips it on and walks in. That QR code is now how every session and passport stop recognises her.

Behind the scenes for your team
  • Nothing is pre-printed by name, so no-shows leave no waste and late changes are simple
  • Pre-print your artwork on the badge stock, and the Zebra printer adds each guest’s details in black
  • Tear-proof, foldable, PVC and sticker badges, sized for your lanyards
Badge printing Badge stock and sizes

During the event · Step 6

Every session she joins is counted

Sarah plans her day in NookPass, with the agenda across tracks, rooms and speakers, and her own bookmarks. At each breakout, master class or lunch, door staff scan her badge as she enters, and again as she leaves.

Behind the scenes for your team
  • Live occupancy for every room, so you can manage capacity
  • Reports on who attended each session and how long they stayed
  • Works for breakouts, master classes, welcome dinners and lunch collection
Session check-in

During the event · Step 7

She collects stamps for a reward

Her digital passport lists the stops: keynotes, workshops, sponsor stands and demo zones. Each visit adds a stamp, scanned by staff or by Sarah herself. A full passport earns the reward you set, such as a gift at the end or an entry to the lucky draw.

Behind the scenes for your team
  • Designed around your event: the stops, the stamps and the reward
  • Every stamp is a recorded visit, so you can see where people went
  • Add a lucky draw: one number per eligible guest, drawn live from a console
Digital passport Watch passport scans
Watch it

See the journey in action.

The whole journey in one video, then two moments filmed at live events.

The EventNook user journeyFrom the invitation to the final passport stamp, step by step.
Live event
Kiosk check-in at a live congressDelegates check themselves in at World Physiotherapy Congress 2025.
Passport
Digital passport scansGuests scan stops and collect stamps around the event.
For your team

Every step leaves a record.

Together, the steps tell you who you invited, who came and what they did. Here is Sarah’s day, step by step.

ST
Sarah TanExample Holdings · Delegate
Attended
  1. Before the event
  2. Invitation sentEmail · Partners group
  3. Registered from the invitationRSVP: Yes, I’ll Attend
  4. Confirmation and QR code sentEmail
  5. Reminder sentWhatsApp
  6. On the day · 18 March
  7. Checked inKiosk 2
  8. Badge printedDelegate
  9. Opening keynoteHall A · 50 minutes
  10. Breakout B: AI in EventsRoom 3.2 · 44 minutes
  11. Passport complete5 of 5 stamps · gift collected

Sample guest. Each step keeps its own records, and we’ll walk you through the reports for the steps you use.

  • Which invitations turned into registrations?

    Contact CRM credits each registration to the invitation it came from, then lets you follow up only the guests who haven’t registered.

  • Who actually came?

    Check-ins sync with your registration list in real time, so you can watch arrivals against registrations as the day runs.

  • Which sessions filled up, and how long did people stay?

    Scans in and out of each room give you live occupancy and the time each guest spent there.

  • Where did people go between sessions?

    Every passport stamp is a recorded visit to a stand, demo or activity.

Build your journey

Use the whole journey, or only the steps you need.

Step 1

Contact CRM

Email and WhatsApp invitations, with a pre-filled registration link for every guest.

Learn more Steps 2 and 3

Event registration

Free or paid registration, confirmation emails and a QR code ticket for every attendee.

Learn more Steps 4 and 5

Check-in and badges

Kiosk or staffed check-in, walk-ins, and badges printed in about two seconds.

Learn more Step 6

Session check-in

Scan guests in and out of breakouts, master classes and meals, with live occupancy.

Learn more Step 7

Digital passport

A stamp rally designed around your event, with a reward at the end.

Learn more All the way through

NookPass

The event app in the browser: agenda, digital badge, floor plan and announcements.

Learn more

Some steps are add-ons, and NookPass features depend on your plan. We’ll confirm what’s included when we scope your event.

Common questions

Do attendees need to download an app?

No. Their QR code arrives by email, and NookPass, the event app, opens in the browser, so there is nothing to install.

What if a guest forgets their QR code?

They can search their name at the kiosk, or your staff can look them up by name, email, phone or ticket ID. Their badge prints as soon as they are found.

Can people register without an invitation?

Yes. Invitations are optional. Guests can register on your public event page, and walk-ins can be registered at the door.

Can invitations go out on WhatsApp?

Yes. Contact CRM sends invitations by email or WhatsApp, and both carry the guest’s own pre-filled registration link.

How do sessions and passport stops recognise a guest?

By the QR code on their badge, or the digital badge in NookPass. Door staff scan guests into and out of sessions. Passport stops can be scanned by staff, or guests can scan the stop themselves.

Do I need to use every step?

No. Each step works on its own, so use the whole journey or only the parts your event needs. Some steps are add-ons, and NookPass features depend on your plan. We’ll confirm what’s included when we scope your event.

Map your attendee journey with us.

Tell us about your event, and we’ll walk you through each step with your own invitation, badge and passport.

Talk to us Read the onsite guide