Company: Rustomjee Group
Industry: Real Estate
Presence: Pan INDIA
Project Overview
Rustomjee planned an on-ground event and required a digital-first registration and entry management system that could handle high footfall while maintaining flexibility at the venue. The challenge was not just registration—but real-time attendee control, including last-minute changes in the number of guests (pax).
Our team conceptualized and executed a WhatsApp-led campaign supported by a smart registration form, QR-based confirmation, and a dynamic backend system that allowed real-time edits at the venue.Services Delivered
- WhatsApp Marketing Campaign
- Registration Journey Design
- Form Development & Integration
- QR Code Automation on WhatsApp
- Real-Time Backend & Data Management
- On-Ground Entry & Pax Control System
Campaign Objective
- Enable easy event registration via WhatsApp
- Collect accurate attendee details through a simple form
- Allow users to select the number of attendees (pax)
- Send instant confirmation with QR code on WhatsApp
- Allow on-spot pax updates at the venue
- Maintain centralized, editable backend data
User Journey Designed by Us
1. WhatsApp Campaign Entry Point
Users received a WhatsApp message containing a registration link, ensuring high visibility and faster action compared to traditional channels.
2. Registration Form Experience
The user was redirected to a mobile-optimized registration form (as shown above), which included:
- Name
- Firm Name
- Mobile Number
- Pax Selection (number of attendees)
All mandatory fields were validated to ensure clean and reliable data capture.
3. Instant Confirmation & QR Code Delivery
Once the form was successfully submitted:
- User received a confirmation message on WhatsApp
- A unique QR code was generated and sent instantly
- The QR code was linked to:
- User details
- Selected pax count
- Backend entry record
This eliminated manual confirmations and follow-ups.
Smart Pax Management (Key Highlight)
One of the most critical requirements was flexibility at the venue.
Scenario Handled:
- A user registers 3 pax
- Arrives at the venue with 5 pax
Our Solution:
- The backend panel allowed real-time editing of pax
- Authorized staff could:
- Verify the QR code
- Update pax count instantly
- Approve entry without delays or confusion
This ensured:
- Smooth entry flow
- Zero crowd disputes
- Complete control for the event management team
Venue Entry & Verification Process
- Users showed their QR code at the entry gate
- QR scan fetched user details instantly
- Pax count displayed on the system
- Entry validated or updated in real time
This significantly reduced:
- Manual checking
- Entry queues
- Human errors
Backend & Data Management 
We developed and managed a robust backend system that included:
- Centralized dashboard for all registrations
- Live attendee count & pax tracking
- Edit permissions for on-ground team
- Secure data storage
- Export-ready reports for post-event analysis
Technology Stack & Capabilities
- WhatsApp API integration
- Form-to-QR automation
- Real-time database syncing
- Scalable backend architecture
- Secure access control
Results & Impact
- High engagement through WhatsApp marketing
- Clean and structured registration data
- Real-time pax adjustment at venue
- Faster and smoother entry process
- Complete visibility and control for Rustomjee team
Conclusion
This project successfully showcased how WhatsApp marketing, smart automation, and backend intelligence can transform event management. By combining pre-registration, QR-based entry, and real-time pax flexibility, Rustomjee achieved both operational efficiency and an enhanced guest experience.