Event Tech

End-To-End Event Registration Platform

Custom forms, approval workflows, payments, and on-ground gift fulfillment for JITO Chennai Plus Youth

We built an end-to-end registration platform for Iraada 2.0, an event by JITO Chennai Plus Youth. Attendees log in with a WhatsApp OTP, fill out a custom application form, and track their status. Reviewers approve or reject submissions, send payment links and reminders on WhatsApp, and track collections from a single admin dashboard. On event day, gift bags are verified via QR codes sent directly to attendees.

Client

JITO Chennai Plus Youth (Iraada 2.0)

Timeline

Built for Iraada 2.0

8+Admin Modules

Applications, incomplete, approved, paid members, payments, archives, analytics, and gift QR management.

7WhatsApp Touchpoints

Automated messages at login, submission, approval, payment, reminders, status updates, and gift bag delivery.

0Manual Handoffs

From OTP login through approval, payment, and gift collection, the entire pipeline runs in one system.

QRGift Fulfillment

Unique gift bag codes sent on WhatsApp, scanned and marked as collected by staff on event day.

The challenge

JITO Chennai Plus Youth needed more than a Google Form. They wanted attendees to register with their phone number, receive an OTP on WhatsApp, and fill out a custom application form. But a standard form tool cannot approve or reject applicants, send instant WhatsApp notifications, collect payments, or track how much has been collected.

The team needed a custom approval workflow where reviewers read each submission, approve or reject it, send a payment link on approval, nudge incomplete applicants, and see real-time analytics on registrations and collections. On event day, they also needed a way to send gift bag QR codes on WhatsApp and let staff scan them to confirm collection.

What we built

A complete registration platform with a custom form builder, approval workflow, payment collection, WhatsApp automation at every step, and an on-ground gift bag system. Everything the event team needed before, during, and after Iraada 2.0.

01
WhatsApp OTP Login
Attendees enter their phone number, receive a verification code, and access the application form.
02
Custom Application Form
Multi-step form with auto-save, document uploads, and flexible question types designed for the event.
03
Reviewer Approval Workflow
Dashboard to read submissions, approve or reject, waitlist, and send templated WhatsApp updates instantly.
04
Payment Collection
Payment link generation with status tracking, reminders, and a live view of how much has been collected.
05
Gift Bag QR System
Unique codes sent to confirmed attendees on WhatsApp, scanned by staff on event day to mark collection.

How we approached it

01
Understand What Google Forms Could Not Do
We met with the JITO Chennai Plus Youth team to map their registration flow: what questions they needed, how reviewers decide who gets in, how payments work, and what happens on event day with gift bags.
02
Build The Form, Approval, And Payment Flow
We designed the custom application form and built the reviewer workflow on top: read, approve, reject, send payment links, and trigger WhatsApp messages at every step. Analytics and collection tracking were built into the admin from the start.
03
Add Gift Fulfillment For Event Day
We built the QR gift bag system so confirmed attendees receive their code on WhatsApp before the event, and staff scan it on the day to mark whether the gift has been collected.

The outcome

“We finally had a registration system that could approve people, collect payments, and send WhatsApp updates automatically. Google Forms could never do that.”

Attendees registered with a WhatsApp OTP and completed a custom application form designed for the event.
Reviewers approved or rejected submissions, sent payment links, and tracked collections without spreadsheets or manual messaging.
Gift bag QR codes were delivered on WhatsApp and scanned by staff on event day to confirm collection in real time.

Inside the platform

On the attendee side, users enter their phone number, verify with a WhatsApp OTP, and work through a multi-step form that saves progress automatically. On the admin side, reviewers see every submission in one place: they can approve, reject, send a payment link, or nudge someone to finish. The analytics view shows registration volume and payment collection at a glance. On event day, staff open the gift scanner on any phone, scan an attendee's QR code, and instantly see whether the gift bag has already been collected.