Feature Documentation

Organiser creates an event and receives a unique URL. Guests click the link, enter their name and email, and confirm attendance in one step. No account creation, no app download, no password.

Immediately after RSVP, guests receive a confirmation email with event details, location, time, and calendar add links (Google Calendar, Apple Calendar, Outlook).

Guests can add plus-ones during RSVP. The headcount is tracked separately from unique RSVPs, giving organisers an accurate total including companions.

Organisers set a deadline after which RSVPs are no longer accepted. The event page automatically shows "Registration closed" after the deadline.

Organisers see a live attendee list on their dashboard. Optionally, the attendee list can be made visible to confirmed guests on the event page.

A "Still in?" email is sent on the morning of the event. Guests confirm with one tap. Organisers see real-time reconfirmation rates. Reduces no-shows by approximately 29%.

Add custom questions to the RSVP form — dietary requirements, T-shirt size, skill level, or any other information needed. Responses are exported alongside attendee data.

When RSVP count reaches the organiser-set capacity limit, subsequent RSVPs are automatically added to a FIFO (first-in, first-out) waitlist queue.

When a confirmed attendee cancels, the system immediately identifies the next person in the waitlist queue, updates their status, and sends a promotion notification within seconds.

Promoted guests receive a configurable time window (default 12 hours) to confirm their spot. If they don't respond, the system automatically promotes the next person.

If a promoted guest doesn't confirm within the window, the system moves to the next person. This cascade continues through the entire waitlist until someone confirms or the list is exhausted.

Organisers can set a time before the event (e.g. 4 hours) after which waitlist promotions stop. Late cancellations become walk-in spots instead.

Waitlisted guests can see their position in the queue in real time. Position updates automatically as people ahead of them cancel or are promoted.

If an organiser increases the capacity (e.g. found a bigger room), the system batch-promotes waitlisted guests in FIFO order until the new capacity is reached.

Simultaneous cancellations are handled via Firestore transactions with optimistic concurrency control. No double-promotions or race conditions.

Organisers connect their Stripe account via OAuth. Each organiser has their own Stripe account and full access to their Stripe dashboard. 5-minute setup.

Set ticket prices per event. Multi-tier pricing supported (e.g. Early Bird, Standard, VIP). Each tier can have its own capacity limit.

Guests pay through Stripe Checkout — a Stripe-hosted page. Who's In never sees or stores card data. PCI DSS Level 1 compliant via Stripe.

Stripe generates and sends receipts to guests immediately after payment. Receipts include event details, amount, and transaction ID.

Track earnings, per-event revenue, transaction history, and payout schedule from the Who's In dashboard. Configure daily, weekly, or monthly payouts via Stripe.

Process full or partial refunds from the dashboard or directly in Stripe. Set refund policies per event. No Who's In fee on refunded amounts.

Accept payments in 135+ currencies via Stripe. Payouts in organiser's local currency. Stripe handles currency conversion.

Flat rate for all paid events. Includes Stripe processing fees. No monthly fee, no setup fee, no minimum transaction amount. Unlimited paid events.

A unique QR code is generated for every event. Downloadable as PNG for printing on posters, flyers, or handouts.

Scan guest QR codes from the organiser's phone to check them in. Attendance updates in real time on the event dashboard.

Check-in works without an internet connection. Scans are queued locally and synced when connectivity is restored.

During the event, see a real-time dashboard showing checked-in vs. confirmed guests, arrival times, and remaining expected attendees.

Register attendees who didn't RSVP in advance directly at the door. Walk-ins are added to the attendee list with a "walk-in" tag.

Configurable reminder sequences sent at intervals before the event (e.g. 7 days, 2 days, 1 day, 2 hours). Content includes event details and one-tap cancellation.

Pre-formatted WhatsApp message with event details and RSVP link. Organisers tap "Share via WhatsApp" and the message is ready to send to individuals or groups.

Automated "Still in?" message sent on the event morning. Guests confirm with one tap. Non-respondents are flagged for the organiser. Reduces no-shows by ~29%.

Automated thank-you emails to attendees after the event. Survey distribution for feedback collection on Pro.

Send messages to all confirmed attendees, waitlisted guests, or specific segments from the organiser dashboard.

Create an event template and set a recurrence pattern (weekly, biweekly, monthly). The system automatically creates each occurrence on schedule.

Attendees RSVP to specific dates, not the entire series. This allows different headcounts per session.

View each attendee's attendance record across the recurring series. Identify regulars, drop-offs, and trends.

Aggregate analytics across all occurrences — average attendance, no-show trends, revenue per session, and growth over time.

Create a club with a name, description, and branding. Members join via a shareable link or invitation.

Create free and paid membership levels with Stripe billing. Annual or monthly renewal. Members manage subscriptions via Stripe.

Restrict event access to specific membership tiers. Non-members see a "Members only" notice with a link to join.

Searchable directory of all club members. Configurable privacy settings for member visibility.

Automated renewal reminders and lapsed membership detection. Organisers see a dashboard of active, expiring, and lapsed members.

A public-facing profile page showing the organiser's upcoming events, past events, and community information.

Live view of RSVPs as they come in. Total confirmed, waitlisted, cancelled, and pending counts updated in real time.

Compare RSVP count to actual check-in count. See your attendance rate trend over time to measure the impact of reminders and reconfirmation.

Per-event and per-event-type no-show rates. Use this data to inform overbooking strategies and reminder timing.

Total revenue, per-event revenue, transaction history, and payout schedule. Filterable by date range and event type.

Compare metrics across events — which events have the highest attendance rate, lowest no-show rate, and best revenue per attendee.

Export attendee lists, waitlists, check-in data, and transaction history as CSV for compliance, mailing lists, CRMs, or external analysis.

After RSVP, attendees tap "Add to Apple Wallet" and receive a .pkpass file with event details, QR code, date, time, and venue. The pass updates automatically if event details change.

Android users tap "Add to Google Wallet" to save their event ticket. The pass includes a unique QR code for check-in and syncs with Google Calendar.

The app detects the user's device and shows only the relevant wallet button — Apple Wallet on iOS/macOS, Google Wallet on Android/Chrome. Desktop users see both options.

Each wallet pass contains the attendee's unique QR code. Organisers scan it at the door for instant check-in — no need to open the app or find a confirmation email.

After RSVP, attendees can opt in to receive push notifications. Notifications are delivered via Firebase Cloud Messaging to the browser or PWA.

When Who's In is installed as a PWA (Add to Home Screen), push notifications appear on the device lock screen like a native app — including on iOS 16.4+.

Automated push reminders sent before the event (configurable timing). Supplements email reminders for higher reach.

Attendees receive push notifications for event changes (time, location, cancellation) and waitlist promotions.

When an organiser creates an in-person event, AI researches the venue using the name, address, and GPS coordinates. Results include a venue summary, practical tips, and source citations.

Each enrichment includes a confidence score (high, medium, low). Low-confidence results are suppressed. Medium-confidence results show a disclaimer. Only high-confidence results are displayed without caveats.

GPS coordinates from the event location are sent to the AI to prevent confusion between similarly-named venues in different cities or countries.

Enrichments are cached by venue (name + address hash) for 30 days. Multiple events at the same venue share one enrichment — no redundant API calls.

Users can sign in or link their Who's In account with LinkedIn using OAuth 2.0. Imports name and profile photo.

One-tap sharing of events to the user's LinkedIn feed with a pre-formatted post including event title, date, and RSVP link.

Publish a full LinkedIn Event directly from Who's In. Attendee registrations from LinkedIn sync back to the Who's In attendee list automatically.

Organisers who verify their identity via LinkedIn display a "Verified on LinkedIn" badge on their event pages and profile. Uses LinkedIn's identity verification API to confirm real workplace and identity.

Guests add the event to Google Calendar directly from their confirmation email with one click.

ICS file download for Apple Calendar, Outlook, and other calendar applications.

Embeddable RSVP widget for organiser websites. Add a small code snippet to display the event and accept RSVPs inline.

Downloadable QR code for every event — for use on posters, flyers, social media posts, or projected on screen at venues.

Full attendee, waitlist, and transaction data exportable as CSV for use in spreadsheets, CRMs, or mailing list tools.

RESTful API with OAuth 2.0 authentication for integration with AI agents (ChatGPT, Claude, Gemini). Manage events, read attendee lists, and receive webhooks programmatically.

Real-time webhook notifications for key events: event.capacity_reached, event.cancelled, rsvp.confirmed. Use with Zapier, Make, or custom integrations.

Every page is optimised for mobile screens first, then scales up for tablet and desktop. No pinch-to-zoom required.

Install Who's In on your home screen like a native app. Offline capability for check-in. Push notification support.

Hosted on Google Cloud via Firebase. Auto-scaling, 99.9% uptime SLA, global CDN for fast page loads worldwide.

All payment processing handled by Stripe (PCI DSS Level 1). Who's In never sees or stores credit card data.

Data processing compliant with GDPR. User data deletion on request. No data sold or shared with third parties.

Real-time error tracking and alerting via Sentry. Issues are detected and addressed before most users notice them.