Project Description
This WhatsApp Event Bot was built for Rooang Karya, an event organizer in Pekalongan, to handle registration and operations for a multi day offline event.
The program included a talkshow with Habib Jafar Al Haddar, a pizza making workshop, a cupcake decorating workshop, and an UMKM bazaar.
Instead of relying on manual chat and spreadsheets, the organizer now uses a single WhatsApp Bot as the main interface for participants, merchants, and the internal team.
Client Challenges
Before using the bot, Rooang Karya managed everything through manual WhatsApp replies and ad hoc lists. For this event, they faced several issues:
- Registration messages came in from many participants and had to be replied to one by one
- No unified system to separate participants for each session such as talkshow, pizza workshop, cupcake workshop, and bazaar visitors
- Attendance was recorded manually which made it easy to miss or duplicate entries
- Voucher distribution and usage during the UMKM bazaar was difficult to track
- End of event financial and voucher reports needed a lot of manual recap work
In practice, this created a lot of repetitive admin work, a high risk of error, and limited visibility into how many people actually registered, attended, and used their vouchers.
Solution I Delivered
I implemented a dedicated WhatsApp Bot that became the central entry point for both participants and the organizing team. The main capabilities include:
- Automatic participant registration by chat, guided step by step directly in WhatsApp
- Automatic ticket generation in the form of a QR Code after a successful registration
- Attendance check in and check out by scanning the QR Code at the venue
- Voucher distribution in QR format for participants, linked to their registration data
- Voucher usage tracking by merchants at the UMKM bazaar, scanned directly when participants redeem benefits
- Financial reports that summarize voucher usage and event related transactions
- Operational reports for the organizer, such as number of registrations, attendance per session, and voucher redemption details
All of this runs through WhatsApp, so the organizer does not need a separate app or website. The bot handles repetitive tasks and keeps the data consistent in the background.
Impact & Business Value
By introducing this Event Bot, Rooang Karya could focus more on the event experience and less on manual administration. The benefits include:
- Significant reduction of manual chat replies for registration and confirmation
- More accurate attendance data because each participant is tied to a unique QR Code
- Clear visibility on how many people registered and actually attended each activity
- Voucher usage could be tracked per participant and per merchant, making settlement easier
- Financial and usage reports can be generated faster and with better consistency
- The overall event operation became more structured while still using a familiar channel, WhatsApp
Tech Stack
Backend: Node.js, Express
WhatsApp Integration: whatsapp-web.js
Features: QR Code based ticketing and vouchers, registration and attendance workflow automation
Deployment: Hosted server environment suitable for long running WhatsApp sessions
Privacy Note
Participant identities, phone numbers, and financial details are not exposed in this portfolio. Only the workflow and high level capability of the system are described.
EN · Summary
WhatsApp Event Bot - Registration, Attendance and Voucher Management
I developed a WhatsApp Bot for an event organizer to automate participant registration, QR based attendance, voucher distribution, and financial reporting for a multi activity event.
The bot reduced manual admin work, improved data accuracy, and gave the organizer clear visibility over registrations, attendance, and voucher usage, all managed from WhatsApp.
