Run official events and institutional meetings in one place. Register delegates, track attendance and issue QR-verifiable certificates.
Features
Everything an official event needs, in one place
For the secretariats of ministries, councils, public agencies, companies and NGOs.
Multi-day events
Start and end dates, event days each with its own venue, and a programme by day and session: plenary, breakouts, breaks and field visits.
Delegate registration and accreditation
Add delegates yourself or from Excel, open online registration with your own questions, or give institutions links to nominate their delegates. Every registration waits for your approval.
Badges and official letters
Badges with name, designation, institution, category colour and QR (A6, CR80 or lanyard), and invitation letters with your letterhead, reference number and signature.
Per-day check-in
Scan the QR at the door with any phone, even offline. Each device shows “Day 2 of 3” and blocks repeat check-ins on that device. When separate scanners are offline, staff coordinate admissions and sync them later.
Attendance and allowance reports
Attendance by day, institution, region and category; a printable sign-in sheet; and an allowance report of the days each delegate attended, in Excel.
Certificates with QR verification
Certificates of participation for delegates who meet your rule (e.g. 2 of 3 days). Anyone can verify a certificate by scanning its QR.
Formal meetings
Committees and boards, meeting notices with the agenda, apologies, live quorum, minutes confirmed at the next meeting, resolutions and follow-up action items.
Invoice and LPO billing
Request an invoice with your institution’s TIN and VRN, pay by bank or EFT, and the plan is activated when payment arrives. A receipt for every payment.
How it works
From announcement to report in four steps
- 1
Create the event
Set the event type, dates, days and venues, and delegate categories: Guest of honour, VIP, Speakers, Delegates, Media.
- 2
Register and accredit delegates
Import a list, open online registration or send nomination links to institutions. Once approved, each delegate gets a badge and QR by SMS, WhatsApp or e-mail.
- 3
Check delegates in every day
Reception staff scan the QR each day. You see who has arrived by day, institution and category, live.
- 4
Close with reports and certificates
Download attendance, the allowance report and sign-in sheets, and send QR certificates to those who qualify.
Use cases
For every official occasion
Conferences
Hundreds of delegates over several days, parallel sessions and speakers.
Workshops and seminars
Quick registration, daily attendance and an allowance report.
Exhibitions and trade fairs
Colour-coded badges for exhibitors, visitors and media.
Launches and ceremonies
Guest-of-honour lists, protocol seating and reception at the door.
Annual general meetings
Member registration, quorum and minutes of resolutions.
Trainings
Attendance per session and certificates for full attendance.
Board and committee meetings
Notices, apologies, quorum, minutes and action items.
Pricing
Pay per event or per year
SMS and WhatsApp to delegates use a messaging package: SMS 300, WhatsApp 500, SMS + WhatsApp 700 per delegate, per event. E-mail is free.
- Free: up to 50 delegates per event
- Event plans from TZS 150,000, by number of delegates
- Annual institution subscription: TZS 6,000,000
- Pay by invoice, LPO, bank or mobile money
Privacy and security
Delegate data in safe hands
Your institution is the data controller
Delegate data belongs to your institution. InvitePro processes it on your behalf and only on your instructions, under the Personal Data Protection Act, 2022.
Everyone sees only what they need
Team roles (Secretariat, Finance, Gate staff, Viewer), and door staff who never see the full delegate list.
Every action on record
Who approved, changed or downloaded what, and when, in the activity log.
Data is not kept longer than needed
You can delete delegates and their data at any time, and delegate links are secret and personal.
FAQ
Frequently asked questions
Who owns the delegate data?
The institution running the event. It is the data controller and InvitePro is the processor that follows its instructions only. We never use delegate data for marketing.
How is attendance counted for a three-day event?
Each delegate is scanned once per day, or per session if you choose. The report shows the days each one attended, for example “2 of 3 days”.
Can we pay by invoice or LPO?
Yes. Request an invoice in your account, add your LPO number and your institution’s TIN/VRN, then pay by bank or EFT. The plan is activated when we receive the payment, and you get a receipt.
Does InvitePro pay delegate allowances?
No. InvitePro gives you a report of the days each delegate attended and, if you like, an allowance calculation at your rates. Your institution makes the payments itself.
Does check-in work without internet?
Yes. The door scanner keeps working when the connection drops, and sends the attendance when it comes back.
Do delegates need an app?
No. Each delegate gets a personal link with their badge, QR, invitation letter and certificate. It opens on any phone.
How do board and committee meetings work?
Create the committee and its members, send the notice and agenda, receive apologies, follow quorum in the meeting, record minutes and resolutions, and follow action items to completion. Minutes are confirmed at the next meeting.
Your next official event, well organised
Open an institution account in a few minutes. Every event is free up to 50 delegates.
Create an institution account