Help Center

Frequently Asked Questions (FAQ)

Find quick answers to streamline your event guest operations planning.

Buku Tamu by Einvite.id is a modern event guest operations platform for online RSVP, guest databases, rapid QR check-in, seating layout management, souvenir redemption, and real-time reports.
No. Buku Tamu by Einvite.id automates the entire guest journey—from pre-event online RSVP and seating layout management to custom welcome screens and secure souvenir claims.
Manual registration causes long queues and hard-to-manage updates. Buku Tamu by Einvite.id centralizes operations so check-ins and attendance lists stay synchronized.
It is highly suited for wedding receptions, corporate gatherings, seminars, workshops, graduations, product launches, exhibitions, and community events requiring structured guest management.
Yes. Couples and wedding organizers can manage online RSVPs, family pax counts, seating layout arrangements, custom wedding welcome screens, souvenir claims, and attendance summaries.
Yes. It streamlines formal guest registration, attendee categorization (VIP/Staff/General), swift check-in via QR scans, and provides clear attendance report exports for management reviews.
Yes. Small events with lean teams benefit significantly from automation to prevent staff from getting overwhelmed by manual check-ins and table assignments.
No. You can use Buku Tamu by Einvite.id entirely for self-registration, WhatsApp blasts, self-RSVP links, and on-site check-ins without needing any external website pages.
Yes. We offer a system demo for guest operations. Contact our support team via WhatsApp to preview the admin dashboard and explore the check-in scanning flow.
Import the guest list, send RSVP links via WhatsApp, validate confirmations, arrange seating plans, scan guest QR codes on arrival, and export the final attendance reports.
Yes. The system supports hosted public RSVPs and token-limited private RSVPs to confirm guest attendance beforehand, helping you secure accurate catering estimates.
Yes. Guests can revisit their unique RSVP page to update their attendance status or pax count, provided the organizer's response deadline has not passed.
Yes. Administrators can set a maximum pax count limit per invitation in the dashboard to ensure group check-ins do not exceed the venue's table and seating capacities.
Yes. For open events like seminars, you can distribute a public registration link so attendees register themselves and automatically receive unique QR check-in codes.
Yes. You can group guests into VIP, VVIP, Family, Regular, or Vendor. This classification helps filter records, plan seating arrangements, and target WhatsApp blasts.
Yes. Private RSVPs utilize a unique token URL for each invited guest. External parties cannot submit the form as their tokens will not match the registered database.
Yes. The RSVP form supports additional inputs such as wishes/greetings, catering dietary preferences, vehicle license plate numbers, or special notes for operational use.
Yes. Guest confirmation status, confirmed pax count, and table allocations sync instantly to the staff check-in scanning application on the event day.
The ideal timeframe is 2 to 4 weeks prior to the event. This allows guests sufficient time to respond and gives organizers time to finalize catering and seating layouts.
Yes. Since each guest is tracked by a unique ID/token in the database, a single invitation link can only record one active response. Re-submitting updates the existing record rather than creating a duplicate entry.
Yes. An Excel import feature is available in the admin dashboard to easily migrate guest names, WhatsApp numbers, categories, pax limits, and table numbers all at once.
Our system supports Excel spreadsheet files (.xlsx or .xls) and standard CSV files. We also provide a downloadable template to ensure clean column alignment.
Yes. All guest check-in data, arrival timestamps, checked-in pax, entrance gate info, and scanning staff logs can be exported as Excel reports (.xlsx) at any time.
You can edit, add, or delete guest details individually in the admin dashboard. Changes are updated in the field scanner application in real time.
Yes. Buku Tamu by Einvite.id can be integrated with third-party digital invitation providers using custom scripts to align RSVP confirmations and QR check-in passes.
You can place the Buku Tamu by Einvite.id RSVP link on the third-party invitation button or use embed options. Contact our support team for specific integration workflows.
Yes. We apply strict security protocols including token rules, domain origin restrictions for embedded forms, and dashboard access limits restricted to authorized staff.
Our system is optimized to process thousands of guests (10,000+ records per event) while maintaining highly responsive database queries and quick scan verifications.
There is no hard limit, but we recommend importing up to 5,000 rows per Excel file for optimal performance. Larger lists can be split and uploaded in chunks.
Yes. Critical actions such as name edits, manual RSVP updates, or table changes are tracked in the admin dashboard audit logs for transparency.
Yes. Every guest receives a unique QR Code pass. Staf can scan this QR code using smartphone or tablet cameras to record their attendance instantly.
No. Our check-in system requires a stable internet connection (WiFi or cellular) to synchronize data across multiple gates in real time and prevent duplicate scans.
Yes. The system supports multi-gate synchronization. Multiple staff members can scan guest QR codes simultaneously at different registration desks without data conflicts.
Yes. If an invitation represents a group (e.g., a limit of 5 pax), a single QR Code can be scanned to check in multiple attendees at once based on their confirmed pax count.
Yes. The system enforces anti-duplicate scan validation. A QR code that has already been checked in will trigger a red warning on the scanner screen if scanned again.
Registration staff can search for the guest's name manually using the quick-search feature in the check-in app, verify their identity, and check them in manually.
Yes. Registration staff can log into the scanner page using any web browser on Android phones, iPhones, iPads, or tablets without downloading additional apps.
Any smartphone or tablet with a working camera. For a professional setup, you can connect hardware USB or Bluetooth barcode scanners to laptops or PCs.
Every successful scan transmits data to the central server in milliseconds. All other gates instantly update the guest status to "Checked In" to block re-entry.
Scanning the QR Code and verifying the record takes only 1 to 2 seconds per guest. This significantly shortens registration queues compared to manual paper lookups.
Yes. Each attendance log records the entrance gate and the specific staff account that scanned the guest, making it easy to monitor field operations.
Yes. The scanner interface shows a green screen with a success sound for valid check-ins, and a red screen with an alert sound for duplicate or invalid scans.
Yes. The Seating Management module allows you to design table layouts, set zone capacities, and map out important guest seats for organized dining layouts.
No. Table assignments must be mapped beforehand by the administrator or committee in the dashboard (or via Excel import) to maintain precise protocol seating.
Upon successful QR check-in, the guest's table number is displayed on the staff's scanner screen and the welcome screen, allowing ushers to guide them immediately.
The Welcome Screen is a TV/projector display at the entrance that greets guests personally by displaying their names and tables in real time right after scanning.
Yes. The Welcome Screen can be customized via the dashboard (including background colors, welcome texts, logos, or event banner images) to fit the venue design.
Yes. The Souvenir module in the Buku Tamu by Einvite.id dashboard helps registration staff verify if a guest is eligible for a gift and records their redemption status.
When staff hand over a souvenir, a "Claimed" status is saved. If the same QR code is scanned again for a souvenir, the system blocks it and displays a warning.
Yes. The Doorprize module provides a digital drawing feature. Lucky winners' names are chosen randomly from checked-in guests and displayed with engaging animations.
You can restrict the doorprize draw pool exclusively to guests who have checked in (present on-site) and have not won any prizes in previous drawing sessions.
Yes. The system has an Angpao module to record cash envelopes, physical gifts, or bank transfers received at the registration desk, fully searchable by guest name.
Available. You can send scheduled blast messages containing invitation links and QR Code check-in passes to thousands of guest WhatsApp numbers via the Blast Center.
Yes. If configured, the system automatically sends an RSVP confirmation message along with a QR Code check-in pass to the guest's WhatsApp number right after submission.
Yes. Buku Tamu by Einvite.id integrates with message gateways, allowing you to connect your own WhatsApp device using a standard QR scan method (similar to WhatsApp Web).
No 100% guarantee is possible, as delivery is affected by the recipient number's activity, the sender device's network stability, and WhatsApp's anti-spam policies.
Yes. The admin dashboard features a WhatsApp Report page to track message statuses (Queued, Sending, Sent, or Failed) along with logs explaining delivery failures.
Yes. You can design custom message templates using dynamic placeholders such as `{guest_name}`, `{category}`, `{table_number}`, and `{rsvp_link}` for personal touch.
No. The availability of advanced features like WhatsApp blasting, Seating arrangements, Souvenir tracking, and Doorprizes is gated based on your active subscription.
Yes. We can assist online with initial system configuration, Excel guest list importing, seating layout setup, and flow tests, depending on your selected service package.
No. We only provide the Buku Tamu by Einvite.id platform/system; we do not provide on-site field staff. We recommend discussing and coordinating with your chosen Event Organizer (EO) to run our system on the day of the event.
You can request package upgrades or purchase additional guest quotas directly through the Billing section of the admin dashboard or by contacting our account manager.
By default, event data remains accessible and downloadable for up to 30 days after the event ends. Afterwards, data is archived per our data retention policies.
The limit on admin accounts and staff scanner logons is determined by your subscription plan (ranging from 3 active scanners up to unlimited accounts).
Yes. The online RSVP confirmation page and the welcome screen at the venue can be configured to display congratulations (blessings) from attending guests in real-time.
Staff scans the guest's QR Code during souvenir distribution. The system marks the guest as having received the souvenir, preventing any guest or family from claiming it more than once.
Yes, our platform is built with strict tenant isolation (Event Isolation). Your company data is encrypted and processed separately to maintain privacy.
Yes. Staff can scan the guest's QR Code upon leaving to log their check-out time, making it easy to track attendance duration.
Yes, you can group check-in times by seminar sessions to track which sessions are attended by the participants.
Yes, registration limits can be set specifically on the RSVP form. The form will automatically close once the quota is reached.
Yes, with the multi-day add-on, you can extend the event's operational duration and track the same guest's attendance on day 1, 2, up to day 5.
Our Corporate package supports up to 15 active staff members simultaneously, providing full flexibility to distribute registration duties across multiple entrances.
Yes, our online registration form can be customized by adding fields for company name, industry category, job title, or phone number.
No. Hosts can simply use the camera of an Android/iOS smartphone to scan the QR Code. You can also connect a USB laser barcode scanner to a laptop for faster scanning.
Yes. You can upload your product logo, custom background, and brand primary colors to be displayed on the registration Welcome Screen.
The names of guests who have scanned their entry QR Codes (marked as present) are automatically added to the drawing database. You just open the Doorprize Draw page in a stage browser and click the spin button to shuffle winners transparently.
Yes, your guest and event data is securely stored on our platform. Each organizer account has separate access permissions, ensuring your event data cannot be accessed by external users.
Yes, our system supports restricting staff access. You can set staff accounts to only allow QR Code scanning at the gate, without permission to view, edit, or download the main guest database.
Yes. The system uses a single QR Code under the graduate's name to represent the entire family group. Simply set the Pax column in your Excel import (e.g., 3 pax for 1 graduate + 2 parents). When scanned at the gate, the attendant sees the full headcount and the system logs the arrival of the entire group at once.
Yes, stage coordinators can monitor real-time check-in status on a screen to ensure that graduates called to the stage are indeed present in the hall.
Yes, our Welcome Screen supports a photo slideshow background behind the guest greeting greetings.
Yes, you can customize the background colors, fonts, and primary logos in the dashboard to match the birthday party theme.
Yes. Our system links the family representative's QR Code with the confirmed number of companions. Staff can verify the total family headcount when scanning.
Yes, the Souvenir Tracking feature lets you limit gift claims to 1 per family representative QR Code, regardless of the number of companions they bring.
Graduate-Parent Linking ties parent companion tickets to graduate data under a single family reference. Here's how: (1) Import graduate data via Excel and set the Pax column to the total group size (e.g., 3 for 1 graduate + 2 parents). (2) The system stores companion details under the single graduate reference record. (3) When the graduate's QR Code pass is scanned, the attendant sees all linked seats and the system logs the arrival of the entire group at once.

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