QR event check-in combined with automatic certificates lets an association office run an event of several hundred guests with one person instead of four. At a 250-guest association congress using VBA’s event module, preparation time fell from 2 weeks to 3 days, and attendance certificates went out 5 minutes after the event closed.
Where does an association event eat up staff time?
Events are how associations keep members engaged, and they are also the heaviest job for the office. A 200-guest event runs through a long chain: open registration, filter and confirm the list, send pre-event information, check people in, record attendance, then print and post certificates. With Excel and email this usually takes 4 people about 2 weeks.
The step most prone to error comes last: retyping attendee names into a certificate template, printing, signing and posting. One wrong accent in a Vietnamese name means printing again.
How do organisers set up an event in VBA?
Organisers enter the event name, date and time, venue, capacity and any fee. VBA builds the registration page. Members get a notice in the app or by email, register and confirm with a one-time code. For paid events, a VietQR code appears so they can pay immediately.
Because members already have a profile in VBA, they do not retype their name, title and company. Organisers get a clean list with no duplicates.
How does check-in work on the day?
After registering, each person receives a QR code by email or in the app. At the venue they show it, staff scan it with a phone, the system records attendance and a name badge with their organisation prints out.
There is no paper list and no searching for names at the welcome desk. At the 250-guest congress, check-in time fell from 45 minutes to 25 minutes.
How are certificates created and sent?
When the event ends, the organiser clicks export certificates. VBA takes the check-in list, merges it into a template designed in Canva or PDF, and emails each attendee within minutes.
Every certificate carries a verification QR code. A partner or employer scans it and sees that the association really issued it, to that person, for that event.
What were the results at the 250-guest congress?
Compared with a similar event before VBA:
- Organising staff: from 4 people to 1.
- Preparation time: from 2 weeks to 3 days.
- On-site check-in: from 45 minutes to 25 minutes.
- Certificate delivery: from 5 days after to 5 minutes after closing.
- Completed registrations: from 70% to 89%, because confirmation emails no longer got stuck.
What happens with walk-in guests?
Some guests always turn up without registering. Staff add them on the spot from a phone: name, organisation, phone number. The system issues a code and prints a badge straight away, and the walk-in receives a certificate like everyone else. The attendance list stays complete, which matters when the association reports participation to its board or partners.
[cần xác nhận: whether VBA supports on-site walk-in registration and instant badge printing]How should attendee data be handled?
Registration lists hold names, phone numbers, emails and employers, which is personal data under Vietnam’s Personal Data Protection Law No. 91/2025/QH15, in force since 1 January 2026 (Thu Vien Phap Luat). The registration page should say what the data is used for, and associations should stop sending Excel guest lists over Zalo to people who do not need them. Keeping the list in VBA with role-based access is far safer than attachments passed around.
What does the event module cost?
The event module is included in the VBA package at no extra charge, so associations already using VBA for members and dues have it ready. Decree 126/2024/ND-CP on associations took effect on 26 November 2024 (LuatVietnam), and term congresses are an event almost every association must hold.
FAQ
Can non-members register?
Yes. Organisers can open registration to outside guests using email and phone number.
Do we need dedicated scanners?
No. Staff scan codes with a smartphone running the VBA app.
Can we use our own certificate design?
Yes. Send the design and GPIT sets the position of the name, date and QR code on it.
Book a VBA demo at gpit.vn.
GPIT, IT Solution Investment Company Limited, 32 Truong Phuoc Phan, Binh Tri Dong Ward, Ho Chi Minh City, Vietnam. Hotline +84 945 886 818. Email info@gpit.vn. Website https://gpit.vn.
