Event Check-in System
A self-service RSVP and QR check-in system that runs on ordinary cPanel shared hosting — no framework, no build step, no Node.
The problem
Door check-in at a private event is almost always a printed spreadsheet and someone squinting at surnames. The queue builds, the list goes out of date the moment someone RSVPs late, and nobody knows the real headcount until the next morning. The constraint is rarely the software — it is that most event tools assume a paid subscription and a server you do not have.
This is a complete check-in system built deliberately without a framework: plain HTML, CSS, PHP and MySQL, deployable by uploading a folder to any cPanel shared host. There is no build step, no Node, and nothing to keep running between events.
Guests RSVP themselves
Guests register through a public link and immediately receive a personal QR code, shown on screen and emailed if they provided an address. Self-service removes the organiser from the middle of the list entirely, which is where most of the effort actually goes.
Manual entry and WhatsApp delivery
Not every guest will use a link. Administrators can add guests by hand and send the QR code over WhatsApp with one tap — the delivery channel people in this market actually read.
Door check-in, two ways
Door staff scan a guest's QR with an ordinary phone camera, with no app to install. When a guest has lost their code, staff fall back to typing a name. Both paths write to the same record, so a guest cannot be admitted twice.
Live dashboard
Total, checked-in and pending counts refresh automatically, so the organiser knows the real headcount during the event rather than after it.
Why no framework
The hosting constraint was the design constraint. A one-night event does not justify a VPS, a deployment pipeline or a monthly subscription, and shared cPanel hosting is what the client already had.
What it does
Self-service RSVP
Public link; guests register themselves and get a QR code instantly.
QR by email and WhatsApp
Codes delivered on screen, by email, or over WhatsApp in one tap.
Camera scanning, no app
Door staff scan with an ordinary phone camera.
Name-search fallback
Check in by typing a name when a guest has lost their code.
Duplicate-proof
Both check-in paths write the same record, so nobody is admitted twice.
Live headcount dashboard
Total, checked-in and pending, refreshing automatically.
Runs on shared cPanel hosting
No framework, no build step, no Node, no VPS.
Common questions
Do door staff need to install an app?
No. Scanning uses the phone's ordinary camera through the browser, so any staff member with a phone can check guests in.
What if a guest loses their QR code?
Staff can check them in by typing their name instead. Both routes write to the same record, so a guest still cannot be admitted twice.
What hosting does it need?
Ordinary cPanel shared hosting with PHP and MySQL. There is no framework, no build step and no Node requirement — you upload the folder and it runs.
How do guests get on the list?
Either they RSVP themselves through a public link and receive a QR code immediately, or an administrator adds them manually and sends the code over WhatsApp.
Book a demo
See it working, then decide.
Thirty minutes. We show you the software running, answer your questions, and tell you honestly if it fits.
- Send the form. A real person reads it.
- We reply within minutes with a time that works.
- You meet an engineer, not a salesperson.
- You get a written summary and a price.
Prefer email? Write to support@webmotionhq.com. Booking a demo does not sign you up to anything.
