Proposal
Event Registration and
Management System
What this is
A single online system that lets your team run registrations for any event you organise, from Garba and New Year parties to private functions, without juggling spreadsheets, forms, and payment follow ups.
You create an event from one admin panel. The system gives that event its own web page automatically. People visit the page, choose a registration centre, sign up, pay online, and receive a printable entry card with their photo on it. Your staff see every registration in one place and can edit anything at any time.
The sections below walk through exactly how it works and what is included, written so anyone on your team can follow it without a technical background.
How it works
Step one, your team sets up the event
1
Create the eventEnter the event name, dates, a banner image, and a short description in the admin panel.
2
Add the registration centresAdd your partner venues such as gyms. For each centre you set the available time slots and a capacity limit.
3
The event page goes liveThe system builds a ready to share landing page for that event on its own. No design work needed for each event.
Step two, people register
4
Choose centre and slotA visitor opens the event page and selects the centre and time slot that suits them. Full slots close automatically.
5
Enter details and photoThey fill in name and mobile or email, and upload a photo that will appear on their entry card.
6
Verify the number on WhatsAppA one time code is sent to their mobile on WhatsApp to confirm the number is real before they pay.
7
Pay through RazorpayPayment is taken securely online. Registration is confirmed only once payment succeeds.
8
Get the card and Registration IDThe person receives a Registration ID on WhatsApp and can download a printable PDF entry card showing their photo, name, and event name.
Step three, on the day
9
Entry at the gateThe guest shows their card. Gate staff match the photo on the card to the person in front of them and allow entry.
What you get
Admin panel
- Create and edit events with dates, banner, and description
- Add registration centres with time slots and capacity per slot
- Slots close on their own once capacity is reached
- View every registration across all events in one list
- Edit any registrant detail at any time
- Search and filter registrations by event or centre
Public registration
- A dedicated landing page for each event
- Centre and time slot selection by the visitor
- Registration form with photo upload
- Mobile number verified by WhatsApp one time code
- Online payment through Razorpay
- Registration ID sent on WhatsApp
- Printable PDF entry card with photo, name, and event
WhatsApp verification and the Registration ID are delivered through our own WhatsApp Business platform, xChatBot, so there is no separate messaging vendor to set up or pay.
What this build does not include
We have kept this build deliberately lean so it is quick to launch and affordable. The following are not part of it, and we would rather be clear up front than have you assume otherwise. Each can be added later as a separate phase if you need it.
- No barcode or scanner at the gate. Entry is verified by your staff matching the photo on the card to the person. This is reliable for your events and avoids the cost and on site risk of scanning hardware.
- No attendance reporting. Because there is no gate check in screen, the system does not record who actually turned up or count no shows. It records who registered and paid. If you later want attendance numbers per centre, that is a small future addition.
- Event pages use one shared template. Every event page follows the same clean layout filled with your content. Individually designed pages per event are not included.
Running costs to be aware of
These are third party charges that apply to any system of this kind. They are paid by you directly to the providers and are not part of our fee.
| Item | What it is for |
|---|
| Razorpay fees | A small percentage on each successful payment, charged by Razorpay. |
| WhatsApp messages | A per message charge from Meta for verification codes and Registration IDs sent on WhatsApp. |
| Hosting | A modest monthly charge to keep the system online. |
We will share clear, current figures for each of these before you go live, so there are no surprises.
How we build it and how long it takes
We build using an AI assisted approach that lets us deliver a working system far faster than a traditional agency timeline, without cutting corners on what you actually use. You see real screens early and we adjust as we go.
Phase 1
Build
Admin panel, event pages, registration, payment, and card generation.
Phase 2
WhatsApp setup
Verification and Registration ID messaging connected and approved.
Phase 3
Test and launch
Full run through with a sample event, then go live.
One timing note we want to be honest about. WhatsApp verification messages need a one time approval from Meta, which is outside our control and can take a few days. We start this early so it does not hold up launch, but the final go live date depends partly on that approval.
Investment
| Item | | Amount |
|---|
One time build
Complete system as described above |
|
to be confirmed |
Attendance and gate check in optional add on
Adds a check in screen and turnout reporting per centre |
|
to be confirmed |
Ongoing support optional
Monthly maintenance, fixes, and small changes |
|
to be confirmed |
Figures shown above are placeholders pending confirmation. Third party running costs listed earlier are separate and paid directly to the providers.
Next steps
- You confirm the scope and the commercial terms in this proposal.
- We begin the build and start the WhatsApp approval in parallel.
- We share working screens for your feedback as the system takes shape.
- We run a test event together, then launch.