EventXP · Event & Membership Operations
Bring registration, on-site check-in, and member & guest follow-up into one workflow
EventXP is configured around your event and membership workflow — reducing paper, Excel, WhatsApp and duplicate input, so your team runs smoother from event start to report.
One-event workflow trial HK$4.000; ongoing plans from HK$880/month. Larger scopes are quoted after diagnosis — if you don't need it, we'll say so.
Do any of these sound familiar?
Paper-based registration
Forms scattered across WhatsApp and paper, entered into Excel afterwards — lost entries and duplicate input.
Roster version chaos
Multiple people edit the Excel; the final version is unclear and the wrong list gets used.
WhatsApp confirmations slip
Guest confirmations are replied to one by one, with no tracking of who hasn't responded.
Door queues
Check-in means finding names by hand; entry is slow and latecomers aren't recorded cleanly.
Reports assembled by hand
After each event, several Excel files are merged manually to produce a report.
No membership history
Attendance is scattered per event, so member participation trends aren't visible.
From paper, Excel and WhatsApp patchwork to one workflow
Before
- Registration on WhatsApp and paper
- Roster in Excel, edited by many
- Check-in by finding names manually
- Attendance report assembled by hand
- Follow-up relies on memory
With EventXP
- Registration in one workflow
- Single source of truth, live updated
- QR / kiosk check-in records instantly
- Attendance report exported in one click
- Follow-up list auto-prioritised by attendance
Core capabilities
Each step maps to a part of your existing workflow, from registration to reporting.
Event setup
Create events, attendee fields and check-in rules.
Member, guest & observer records
Structured attendee records with member, guest and observer types.
QR & kiosk check-in
QR scan or self-service kiosk, attendance recorded instantly.
Live attendance reporting
See turnout during the event; export reports afterwards.
Roster import & export
Import existing rosters, export attendance results — no start-from-zero.
Optional modules
Enabled per event need — never bundled as required.
Membership status / scoring
Accumulate status or scores from attendance to support renewal decisions.
AI matching & seating
Suggest matches or seating by attendee background for networking events.
WhatsApp notifications
Registration confirmation, reminders and follow-up messaging.
Custom branding
Apply your branding to registration and check-in surfaces.
Existing system integration
Connect to your CRM or membership system via API or export format.
Suitable organisation types
- Chambers & professional associations
- Training providers & education teams
- Community & non-profit organisations
- Corporate internal event teams
- BNI (as an implementation example)
BNI is one optional implementation example, not the product's default configuration.
How implementation works
EventXP is configured around your organisation's workflow — not an out-of-the-box fixed product.
- 1
Workflow diagnosis
Review how registration, check-in, reporting and follow-up work today; find the leakiest, slowest points.
- 2
Configuration
Configure EventXP around your workflow, starting from registration or check-in.
- 3
Trial run
Run one real event to confirm on-site flow and reporting meet your needs.
- 4
Expand
Add reporting, follow-up and optional modules as needed.
Privacy & data handling
- Storage, retention and access control are configured to your organisation's privacy requirements.
- Hosting (cloud or private) is agreed before implementation.
- Post-event retention and data deletion are written into the implementation plan.
- We do not send WhatsApp or email messages on your behalf without authorisation.
- No unverified compliance or certification claims are published on this site.
Common questions — direct answers
What is an event check-in system for?
It centralises on-site sign-in and attendance records, reducing paper and Excel name-matching. EventXP supports QR and kiosk check-in, live turnout during the event, and exportable reports plus follow-up lists afterwards.
What's the difference between QR and kiosk check-in?
QR check-in has staff scan an attendee's code; kiosk check-in uses a self-service device. EventXP supports both — choose by venue and staffing.
How do we move from Excel to an event operations system?
Start with a workflow diagnosis, configure from registration or check-in, import your existing roster, run one real event, then expand to reporting and follow-up.
See the FAQ below for more, or complete the solution scoping form.
FAQ
No. EventXP is a workflow-configured event and membership operations solution for associations, training providers, community organisations and corporate teams. BNI is only one optional implementation example, not the product's universal terminology.
Ticketing tools focus on public sales; EventXP handles internal event operations — member and guest records, on-site check-in, attendance reporting and post-event follow-up — configured around your existing workflow rather than forcing you to adapt to the software.
Start with a workflow diagnosis to find the slowest, most error-prone steps, then configure from registration or check-in and expand to reporting and follow-up. Existing rosters can be imported, so you don't start from zero.
QR check-in has staff scan an attendee's QR code; kiosk check-in sets up a self-service device for attendees to scan or enter their details themselves. EventXP supports both — choose by venue and staffing.
No. AI matching and seating are optional modules, enabled when an event needs them. Basic events can run registration, check-in and reporting without them.
A one-event workflow trial is HK$4.000; ongoing plans start at HK$880/month. Larger scopes are quoted after diagnosis. If you don't need it, we'll say so.
Yes. Integrations are an optional module, configured to your system's API or export format. The diagnosis covers the integration approach too.
Storage and access are configured to your organisation's privacy requirements. Retention, access control and hosting are agreed before implementation. We do not send messages on your behalf without authorisation.
Ready to consolidate your event workflow?
Book an EventXP workflow diagnosis. We'll walk through your current registration, check-in, reporting and follow-up, then give you a configured proposal and quote.