How it works
From a blank page to a certificate in the attendee's hands
An event on EventSpace moves through four stages. Here is what each person does at each stage.
1. The organizer sets up the event
- Sign in to EventSpace Studio with an organizer account. Accounts are approved before they can publish: you request a security key, we review your organization's details, and the key is emailed to you.
- Create the event: name, category, date and time, venue or meeting link, description, rules and entry fee.
- Build the registration form. Use the basic form or add your own questions, mark the important ones as required, and add conditions so that some questions appear only when they are relevant.
- Preview the event, save it as a draft if you are not ready, and publish when you are. Share the event link anywhere you promote it.
2. The participant registers
- Open an event link or browse events on the participant site or app. Anyone can look around without an account.
- Choose to register. When an account is needed, the app asks you to sign in or create one at that moment, and your answers are kept.
- Fill in the form, as an individual or as a team, and read the event rules.
- Pay if the event has a fee. The total, including any payment fee, is shown before you pay.
- Receive a QR pass in the app and by email, together with the meeting link for online or hybrid events.
3. Entry staff check people in
- The organizer creates a staff passkey and shares it with the volunteers who will run the door.
- Staff sign in to the scanner with the passkey. They do not need an organizer account.
- Scanning a pass shows right away whether it is valid. A pass that was already used is flagged, so the same registration cannot be used twice.
- Organizers see attendance numbers update during the event.
4. After the event
- Participants can leave feedback on the event.
- The organizer reads the feedback, reviews attendance and registrations, and generates certificates.
- Participants receive a notification and find their certificate in their certificate wallet, where it can be viewed and downloaded.
Behind the scenes
Event data is stored with Google Firebase and sent over encrypted connections. Each person can only see the information their role needs: participants see their own registrations, organizers see the registrations for their own events, and staff see only the passes they scan. You can read more in our privacy policy.