Online Event Invitation Management System

Project Overview

At Pegotec, we recognized a common challenge faced by event organizers: managing secure, professional invitations at scale. That’s why we created the Pegotec Event Invitation Management System, a web-based platform built specifically for formal, invitation-only events. This in-house product showcases our ability to deliver tailored, high-quality digital solutions.

Whether it’s for embassies, corporations, or non-profits, the system provides a complete workflow—from invitation to guest check-in—all in one place, demonstrating robust management of event invitations.

Key Features

• Personalized Invitations
  Each invitee receives a unique, customizable invitation with placeholders (e.g., name, event name, organization) for a tailored experience. This is a core feature of our invitation management system.
• One-Click RSVP with Secure Tracking
  Invitees confirm attendance through unique RSVP links—no login required. The system updates RSVP statuses in real time.
• QR Code Check-In via Mobile App
  Each invitation includes a dynamic QR code, scanned on-site to confirm attendance using the Pegotec Event App (iOS & Android).
• Editable Email Templates
  Organizers can customize all outgoing communication per event, including invitation and reminder emails.
• Automated Bulk Sending with Cron Jobs
  Invitation and reminder scheduling are fully automated. Emails are sent reliably using the Postmark App and system cron jobs.
• Organization and Access Control
  Multi-organization access with user roles (Admin, Event Admin, Event User) ensures secure, scalable collaboration.
• PDF Invitation Support
  Option to attach custom-designed PDF invitations, including branding, QR code, and personal details, which highlights the system’s comprehensive event invitation management features.

How It Works

First, the user creates the event with all required details. Next, invitees can be added manually or imported in bulk. Then, personalized invitations are customized and sent out. After that, the system tracks responses and follows up with automatic reminders. Finally, on the event day, guests check in using their QR codes, making the whole experience seamless within our management system.

Importantly, the system handles all these tasks in one place—no need for third-party plugins, spreadsheets, or manual updates when managing event invitations.

Value Delivered

• Reduced manual work and errors in event coordination through the use of a system for managing invitations.
• Stronger guest engagement through personalized communication
• Fast and reliable check-in process with real-time reporting
• Flexible and scalable for teams, departments, and organizations
• Easy to use—even for non-technical event staff

Outcome

Furthermore, the system is already in use for real-world embassy and corporate events. It has proven to be a reliable, secure, and elegant solution for formal event workflows in event invitation management. Its modular design allows for future integration and customization as new needs arise.

Explore the Live System

Visit the product at events.pegotec.net or read more about the system’s features at How It Works. If you have any further questions, contact Pegotec to explore our system for managing event invitations!