A full-stack event management platform built from scratch — handling registrations, QR code generation, walk-in scanning via IC or business card, payment collection, and a live admin dashboard for real-time attendance tracking.
INTAC runs regular events where attendance tracking had historically relied on printed guest lists, manual sign-in sheets, and staff physically ticking names off a clipboard. The result: slow entry queues, walk-in attendees going entirely unrecorded, and post-event reports that took hours to compile — often inaccurate.
The specific challenges were clear. Pre-registered guests needed a frictionless way to check in without relying on staff searching a paper list. Walk-in attendees — people who show up on the day without prior registration — needed to be captured in the same system instantly, without manual data entry. And once the event was over, INTAC needed clean, exportable attendance data immediately.
On top of that, paid events had no centralised system for collecting registration fees — payments were handled separately and reconciled manually after the fact.
Vybe Media designed and built INTAC EMS as a unified web-based platform covering the entire event lifecycle — from registration and payment through to on-site check-in, live attendance monitoring, and post-event reporting. The core architecture separates the two distinct attendance scenarios — registered attendees and walk-ins — while feeding both into a single real-time database.
Registered Attendee Flow: When an attendee registers for an event through the platform and completes payment (for paid events), the system automatically generates a unique encrypted QR code tied to their profile. This QR code is sent to their email immediately. At the event, staff scan the QR code using any smartphone or tablet — the system validates the code, marks attendance, and displays the attendee's name and details in under a second. Each QR code can only be scanned once, preventing duplication.
Walk-in Flow: For attendees who arrive without prior registration, staff use the same device to scan their Malaysian IC, driver's licence, or business card. The system's OCR engine reads and extracts the name and ID number automatically — no manual typing required. The walk-in record is created instantly and appears alongside registered attendees in the same dashboard, tagged as a walk-in entry.
The key design decision: Both check-in tracks — QR scan and walk-in ID scan — feed into the same Supabase database in real time. This means the admin dashboard is always accurate, and the post-event attendance report is generated from a single, complete source of truth with zero manual merging of data.
INTAC's events now run with a level of operational clarity that was previously impossible. Every attendee — whether pre-registered or a walk-in — is captured in the system within seconds of arrival. The entry queue moves faster because staff no longer need to search paper lists or type names manually. The admin team can monitor attendance live from any device, anywhere.
Post-event, the attendance report is generated in one click — complete, accurate, and ready to share. No hours spent reconciling spreadsheets. No discrepancies between the guest list and the actual attendance data. For paid events, payment status is tied directly to the registration record, making financial reconciliation immediate.
The platform now serves as the operational backbone for every INTAC event — a system that scales from small internal sessions to large multi-track events without any change in process for the team running it.
Whether it's QR attendance, a registration portal, or a full event management suite — we build it from scratch, tailored to how your team actually works.
Get Your Free AI Analysis →