Streamlining event entry with real-time QR check-ins
Streamlining event entry with real-time QR check-ins
Streamlining event entry with real-time QR check-ins
Streamlining event entry with real-time QR check-ins
A mobile-first solution designed to replace manual paper tracking, enhancing the entry experience while ensuring 100% safeguarding compliance
A mobile-first solution designed to replace manual paper tracking, enhancing the entry experience while ensuring 100% safeguarding compliance
A mobile-first solution designed to replace manual paper tracking, enhancing the entry experience while ensuring 100% safeguarding compliance
TEAM
TEAM
TEAM
+6
TIMELINE
TIMELINE
2-3 months
2-3 months
2-3 months
MY ROLE
MY ROLE
MY ROLE
UX
UX
UI
UI
Interaction design
Interaction design
Wireframing
Wireframing
The challenge
The challenge
Managing entry at large events posed significant challenges for organisers. Manual guest check-ins were slow, error-prone, and raised security concerns due to the lack of a digital tracking system. These pain points caused frustration for both organisers and guests, highlighting the need for a faster, more reliable check-in solution.
Managing entry at large events posed significant challenges for organisers. Manual guest check-ins were slow, error-prone, and raised security concerns due to the lack of a digital tracking system. These pain points caused frustration for both organisers and guests, highlighting the need for a faster, more reliable check-in solution.
Slow, manual guest check-ins
Slow, manual guest check-ins
"Checking in hundreds of guests using a printed spreadsheet is a nightmare. The line stalls while we flick through pages to find guest bookings."
Managing tickets and safeguarding
Managing tickets and safeguarding
"Without a digital record, our attendance and sales data is fragmented. It makes safeguarding more difficult as well."
"Without a digital record, our attendance and sales data is fragmented. It makes safeguarding more difficult as well."
Stressed parent experience
Stressed parent experience
"The kids are restless by the time we get to the front of the queue. The wait just makes it feel stressful."
"The kids are restless by the time we get to the front of the queue. The wait just makes it feel stressful."
The outcome
The outcome
Faster, fully digitized check-in process with accurate records
Faster, fully digitized check-in process with accurate records
Enhanced event security through a digital tracking system
Enhanced event security through a digital tracking system
Reduced check-in times from ~30 seconds per guest to under 10 seconds per scan
Reduced check-in times from ~30 seconds per guest to under 10 seconds per scan
01 RESEARCH AND INSIGHTS
01 RESEARCH AND INSIGHTS
Getting started
Getting started
The product owner shared user feedback highlighting the need for a faster, more reliable check-in system. To inform the redesign, we analysed competitor scanning apps and discussed key requirements using a set of low-fidelity wireframes.
The product owner shared user feedback highlighting the need for a faster, more reliable check-in system. To inform the redesign, we analysed competitor scanning apps and discussed key requirements using a set of low-fidelity wireframes.
02 IDEATION
02 IDEATION
Hmm…how should this work?
Hmm…how should this work?
We collaborated in Figma to refine logic and navigation, defining clear entry points and key user flows. I built upon the existing Classlist design system to create the first mid-fidelity concepts.
We collaborated in Figma to refine logic and navigation, defining clear entry points and key user flows. I built upon the existing Classlist design system to create the first mid-fidelity concepts.
This initial exploration led us to further questions:
This initial exploration led us to further questions:
This initial exploration led us to further questions:
Q1: What if the ticket doesn't scan?
Q1: What if the ticket doesn't scan?
Provide a manual check-in option.
Provide a manual check-in option.
Q2: What if I scanned someone in by mistake?
Q2: What if I scanned someone in by mistake?
Enable undo check-in.
Enable undo check-in.
Q3: How does the new feature change the guest experience?
Q3: How does the new feature change the guest experience?
Update ticket design, PDFs, and emails to feature the QR code.
Update ticket design, PDFs, and emails to feature the QR code.
Once most flows and functionality were created and discussed, we caught up with the dev team to check feasibility and implementation options.
Once most flows and functionality were created and discussed, we caught up with the dev team to check feasibility and implementation options.
03 ITERATIONS
03 ITERATIONS
We nailed it...almost
We nailed it...almost
Development feedback revealed tight time constraints as we prepared for launch before the Christmas period, the busiest season for school events. Together, we explored how to deliver a streamlined experience while meeting deadlines. The bottom navigation was simplified with a dedicated Scan button and a quick link to Bookings. The scanner gained clearer labels and larger tap areas for accessibility, and ticket UI elements were refined for consistency and new organiser check-in functionality.
Development feedback revealed tight time constraints as we prepared for launch before the Christmas period, the busiest season for school events. Together, we explored how to deliver a streamlined experience while meeting deadlines. The bottom navigation was simplified with a dedicated Scan button and a quick link to Bookings. The scanner gained clearer labels and larger tap areas for accessibility, and ticket UI elements were refined for consistency and new organiser check-in functionality.
04 FEEDBACK
04 FEEDBACK
Are we winning?
Are we winning?
Well… very close now. After developer input, I refined and mapped out the complete flow, page variants, and components for stakeholder review. The feedback focused on aligning the header colour with the admin interface on the PWA and strengthening visual feedback for check-in states. I implemented these updates and prepared the final assets for developer handoff and design system documentation.
Well… very close now. After developer input, I refined and mapped out the complete flow, page variants, and components for stakeholder review. The feedback focused on aligning the header colour with the admin interface on the PWA and strengthening visual feedback for check-in states. I implemented these updates and prepared the final assets for developer handoff and design system documentation.
05 TESTING
05 TESTING
Ready, set…scan!
Ready, set…scan!
I collaborated with the development and QA teams during pre-launch testing. The feature performed well overall, but I identified a character-length inconsistency between Flutter and the PWA that caused event questions and answers to be cut off on the Confirmation and Guest’s booking pages in Flutter. To resolve this, I unified the maximum character length to balance organiser needs with visual and layout constraints.
I collaborated with the development and QA teams during pre-launch testing. The feature performed well overall, but I identified a character-length inconsistency between Flutter and the PWA that caused event questions and answers to be cut off on the Confirmation and Guest’s booking pages in Flutter. To resolve this, I unified the maximum character length to balance organiser needs with visual and layout constraints.
06 LAUNCH AND IMPACT
06 LAUNCH AND IMPACT
Seeing the results
Seeing the results
The scanner launched just in time for winter school events, helping organisers enhance ticket sales and donations through a fully digitised check-in and tracking system.
The scanner launched just in time for winter school events, helping organisers enhance ticket sales and donations through a fully digitised check-in and tracking system.
07 LESSONS
07 LESSONS
What I learnt
What I learnt
Done is better than perfect.
Done is better than perfect.
Under tight deadlines, adaptability and teamwork made all the difference.
Under tight deadlines, adaptability and teamwork made all the difference.
Through collaboration and focused communication, the team achieved efficient delivery.
Through collaboration and focused communication, the team achieved efficient delivery.
Through collaboration and focused communication, the team achieved efficient delivery.
Think system, not feature.
Think system, not feature.
Testing revealed inconsistencies between Flutter and the PWA.
Testing revealed inconsistencies between Flutter and the PWA.
I learned the value of systems thinking and aligning features and functionality across platforms.
I learned the value of systems thinking and aligning features and functionality across platforms.
Explore more
Explore more
Let’s connect!
Copyright © 2026 Gabriella Kovacs