How to Choose Event Management Software That Handles Contractors, Visitors, and More
Whether you’re planning a large conference, running a sports event, or organising a golf tournament, there’s a lot that goes into making an event successful. You have to send out invites, track attendance, manage access points—and, in many cases, deal with multiple contractors who need proper accreditation. Handling all these tasks can be time-consuming and prone to errors if you rely on spreadsheets or manual check-ins.
That’s where our cloud based event management software comes in. Not only does it simplify guest registration and check-in for conferences, galas, and exhibitions, but it also makes contractor control and accreditation a breeze. By putting everything under one roof, you can cut down on paperwork, reduce wait times, and provide a seamless arrival experience for everyone—contractors and visitors alike.
What Makes Our Event Management Software Different?
Many systems claim to help with event management, but not all of them address the specific challenges of managing contractors. These are people who often arrive at odd times, set up equipment, or provide specialised services like catering or entertainment. If your process for accrediting them isn’t smooth, you’ll run into delays, confusion, and possible security risks.
Our software changes that. It brings all your tasks into one platform—whether it’s sending out pre-event instructions, displaying legal or safety disclaimers, or giving contractors the proper badges or QR codes. When they show up, they can check in right away, cutting out wait times and ensuring they’re fully accredited before stepping on-site.
Key Advantages:
- Everything in one place: No need to juggle spreadsheets, documents and separate databases.
- Pre-Accreditation: Capture contractor details in advance, so they’re set up to work as soon as they arrive.
- Better Security: Track who’s on-site, when they arrived, and whether they’ve met all safety requirements.
- Saves Time: Contractors can get straight to work instead of waiting around for badges or approvals.
Contractor Control & Accreditation: A Closer Look
1. Collect Details Early
It’s smart to gather all contractor information before the event starts. Our software lets you do this easily. You can send out a link for contractors to fill in, giving you all the info you need—like their role, the time of arrival, and any equipment they’ll bring.
2. Display Custom Disclaimers
Some projects involve health and safety risks, so contractors must confirm they understand the rules or hazards on-site. Our software allows you to create custom disclaimers for contractors to read, test and sign—well before they get to the event. That way, everyone knows what’s expected of them right from the start.
3. Issue QR Codes or Access Credentials
Each contractor can be assigned a unique QR code or set of credentials. On arrival, they simply scan their code at a self-service kiosk or show it to a staff member. The system instantly checks whether they’ve completed all requirements—like signing disclaimers—and either grants or denies access. This also notifies the host of the outcome too. This keeps your event secure and prevents unauthorised individuals from slipping through.
4. Real-Time Tracking
You’ll have a dashboard that shows you exactly who’s on-site at any given time. If a contractor hasn’t arrived, you’ll see that too. This makes it much easier to coordinate tasks on the fly.
The Big Picture: More Than Just Contractor Control
While contractor management is crucial, our event management software covers your whole event. If you’ve got VIP guests, regular attendees, or teams in a sports event, the same system keeps track of them all.
Pre-Booking & Invites
- Send out invitations and reminders in a few clicks.
- Group attendees by category (e.g., “Visitors”, “Employees” or “Contractors”).
- Monitor dashboard in real time, cutting out guesswork.
Smooth Check-Ins
- Self-Service Kiosk: Guests or contractors can sign in, review any disclaimers, and confirm their details on arrival.
- QR-Code Scanning: Speeds up the entire sign-in process, whether you’re dealing with 50 or 5,000 people.
No More Paper Forms
- Everything is stored in one secure, cloud based system.
- This reduces the chance of losing important info or mixing up forms.
- You can also pull up records easily if you need to check who accepted a disclaimer or arrived at a certain time.
Tailored for Workplace, Sports, such as Golf Events
Our solution is adaptable enough to handle various event types, including sports event management software scenarios like tournaments.
- Scheduling Made Simple: Add fixtures or tee times, let teams know where they need to be, and keep track of any last-minute changes.
- Accreditation for Coaches and Referees: Just like with contractors, coaches and referees can also receive unique codes or badges, ensuring only authorised individuals have field access.
Similarly, golf event management software features allow you to manage tee times, track arrivals, and maintain a welcoming experience at the clubhouse. Even if you’re focused on contractor oversight—like groundskeepers, caddies, or tournament officials—the same check-in system applies. Everyone stays organised, and no one’s left waiting around.
Keeping Things Simple
We know that some event management software can feel overloaded with features you don’t need. That’s why we allow you to choose only the features that works best for you! Our focus is on a user-friendly tool that helps you manage who is attending (and how they’ll arrive), from guests to contractors, without drowning you in unnecessary extras.
- No Tech Expertise Needed: The interface is straightforward and intuitive.
- Fast Setup: Access your dashboard, invite people, and set up disclaimers in minutes.
- Clear Dashboard: See all attendees, contractors, check-in stats, and disclaimers at a glance.
Boosting Security and Accountability
In addition to saving time, a robust contractor management process helps with security. Each person who steps on-site—be it a vendor, caterer, or event speaker—is accounted for. If there’s an emergency, you can quickly see who’s present and even send them urgent notifications right from the software.
- Track Visitors in Real Time: Know the exact headcount at any point.
- Contact Tracing (If Needed): Should any health or safety issue arise, you have a record of everyone who was on-site.
Final Thoughts
Choosing the right event management software can make or break your event. By focusing on both general attendee check-ins and contractor accreditation, you ensure your event runs smoothly and securely from start to finish. Our cloud based event management software offers the features you need to handle everything in one place—without the clutter.
Whether you’re hosting a business conference or a sports event, our system provides the flexibility to manage different roles and responsibilities. Contractors, visitors, speakers, staff—you name it, we help you stay in control. No more guesswork, no more long lines, and no more scattered spreadsheets.
If you’d like to see how our solution works in real life, visit our dedicated event management page
Alternatively, book in a demo to see it live in action or enquire to learn more about ProVisit.
If you’re looking for a solution to improve your workplace operations, enquire today, or alternatively, download one of our brochures for more information.