How to use Oraiyan PassesSaptha Sambhrama · step-by-step guide
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The complete workflow

From setting up the event to the final report — what happens, in what order, and who does it. Tap any step to see exactly how it is done.

AdminHRBranch HRCallerGate volunteer
  1. 1

    Set up the event

    2–3 weeks before Admin

    Enter the event name, date, time, gates-open time and venue in Settings. Add users for HR, Branch HR, callers and gate volunteers, and check what each role may do in Roles & permissions.

    Event date, time and venueUsers, roles and permissions
  2. 2

    Design passes and vouchers

    2–3 weeks before Admin

    For each pass type upload the artwork, place the fields, set the print size and write the WhatsApp message. Do the same for voucher types.

    Design a pass typeSet the print sizeEdit the WhatsApp messageSet up a voucher type
  3. 3

    Load the guest list

    2 weeks before Admin

    Import the invited people from Excel using the sample file, then assign them to HR, Branch HR or callers.

    Import leads from ExcelAssign leads to callers
  4. 4

    Call and confirm

    1–2 weeks before CallerHRBranch HR

    Call each lead and log the outcome. For those who confirm, record family count and meal preference.

    Work through your leadsLog a call
  5. 5

    Create passes

    As guests confirm CallerHRBranch HRAdmin

    Create a pass from the confirmed lead (or directly, or by bulk import). The pass gets a unique number and QR.

    Create a passImport passes in bulk
  6. 6

    Send e-passes

    As passes are created HRBranch HRAdmin

    Send each pass on WhatsApp — the image plus a short link to the guest's e-pass with QR, date, time and venue.

    Send a pass on WhatsAppSend many passes on WhatsAppFind a pass
  7. 7

    Print and hand over

    1 week before HRBranch HRAdmin

    Bulk print big batches from Bulk print passes (split into quick PDFs), or a few at a time from the Print queue, on A4/A3 at the real size. Mark printed, then issued when handed over. Every PDF carries a traceable fingerprint.

    Bulk print a big batch of passesPrint passes in bulkDownload a pass PDF
  8. 8

    Prepare vouchers

    1 week before AdminHRBranch HR

    Generate and print vouchers, set the per-family limit. Allocate in advance or at the gate on the day.

    Generate vouchersGive a voucher to someone
  9. 9

    Get the gate ready

    Event morning Gate volunteerAdmin

    Each volunteer signs in on their phone, picks their gate and taps Refresh offline data, so scanning works even without signal.

    Sign inScanning without internet
  10. 10

    Check guests in

    Event day Gate volunteerHRBranch HRAdmin

    Scan each pass at the gate — one entry only. Guests without a pass or with family go to the Gate desk: find by phone, tick who came, attach vouchers.

    Scan passes at the gateScan a voucher after the passGate desk — find a guestGate desk — who has comeGate desk — vouchers
  11. 11

    Corrections

    Event day Admin

    Arrival times are locked once saved. Only an admin can correct one, with a reason — everything is kept in the Audit log.

    Correct an arrival time (admin)Audit log
  12. 12

    Reports and wrap-up

    During and after AdminHRBranch HR

    Watch attendance live, see who came alone or with family, voucher usage and caller performance. Export everything to Excel.

    Gate reportReportsSystem health