Case Study · Membership 8 weeks Perth, WA

Event Platform for a Community Organisation

Event registration, ticketing, volunteer management and communications platform. Replaced Eventbrite, spreadsheets and manual coordination for a busy community events calendar.

Custom Software Development
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Client Context

Community organisation running events, programs and volunteer activities

A large community organisation in Perth running over 50 events per year, from small workshops with 20 attendees to annual festivals with 2,000+. They also managed ongoing programs, volunteer coordination and community communications.

Events were managed through a patchwork of Eventbrite for ticketing, Mailchimp for communications, Google Sheets for volunteer rosters and email for everything else. Each event required setting up registrations, email sequences and volunteer coordination from scratch.

The Challenge

What needed to change

Event setup was repetitive and error-prone. Each of the 50+ annual events required manual setup across Eventbrite, Mailchimp, spreadsheets and the website. Registration types, pricing, email sequences and volunteer requirements were configured from scratch every time.

Volunteer coordination was a nightmare. Volunteers signed up by email or phone. Rosters were maintained in spreadsheets. Reminders went out by email. Tracking who showed up required paper sign-in sheets. The volunteer coordinator spent 15+ hours per week on admin.

No unified view of community engagement. Event attendance, volunteer participation, program enrolment and donations were tracked in separate systems. The organisation had no way to see the complete picture of how the community was engaging.

The Solution

What we built

An integrated event management platform with event setup templates, registration, ticketing, volunteer management, communications and engagement tracking in one system.

Event Management

Template-based event setup with reusable configurations for recurring event types. Registration forms, ticket types, pricing and capacity all managed in one place.

Volunteer System

Volunteer sign-ups linked to events. Shift management with role-based rosters. Automated reminders and check-in via QR code. Volunteer hours tracked automatically.

Communications

Event announcements, registration confirmations, reminders, post-event follow-ups and volunteer notifications, all triggered automatically from the event timeline.

Engagement Dashboard

Community member profiles showing event attendance, volunteer hours, program participation and donation history. Segmentation for targeted outreach.

Built with:
ReactTypeScriptNode.jsPostgreSQLStripeAWS SESQR Code APIAWS
In Practice

How it works

1

Admin creates an event from a template

Selects the event type template (workshop, market, festival, etc.). Pre-filled settings for registration, ticketing, volunteer needs and email sequences. Customises as needed.

2

Community members register

Registration page with ticket selection, dietary requirements, accessibility needs and optional volunteer sign-up. Payment processed through Stripe.

3

Volunteers select shifts

Available volunteer shifts displayed by role and time. Volunteers self-select from available slots. Automated confirmations and calendar invites sent.

4

Event day check-in

Attendee and volunteer check-in via QR code scan. Real-time attendance tracking. Volunteer hours logged automatically from check-in/check-out.

5

Post-event follow-up

Automated thank-you emails, feedback surveys and impact reporting. Volunteer hours updated on profiles. Engagement data feeds the community dashboard.

Results

Measurable outcomes

50+ Events managed through the platform annually
60% Reduction in event admin time
3x Increase in volunteer sign-ups
15 hrs → 4 hrs Weekly volunteer coordination time
5 min Average event setup time (from template)
100% Automated attendance and volunteer tracking

We used to spend the entire Monday after an event doing admin, marking attendance, logging volunteer hours, sending thank-yous. Now it is all done automatically. Our team can focus on making events better instead of processing them.

Events Manager Community Organisation
Delivery

How we delivered it

1

Needs Assessment

1 week

Reviewed the last 12 months of events: types, sizes, registration processes and volunteer requirements. Interviewed the events team and volunteer coordinator. Identified the most time-consuming repetitive tasks.

2

Platform Build

4 weeks

Built the event management platform with templates, registration, ticketing, volunteer management and communications. Designed the engagement dashboard and reporting.

3

Integration & Automation

2 weeks

Connected Stripe for payments, built the QR check-in system, configured automated email sequences and set up the community engagement tracking.

4

Migration & Launch

1 week

Migrated existing contact database and event history from previous systems. Launched with the next scheduled community event as the pilot. Refined workflows post-event.

Meet the person

The person behind the work

Your project, handled by the founder from start to end.

HELLO PEOPLE designs, builds and looks after AI, software, app and data solutions for Australian businesses, with senior expertise on every project and a scope agreed before work starts. That means a partner who understands the business as well as the technology.

Since 2007, HELLO PEOPLE has delivered more than 100 projects from Perth for small and medium businesses across Australia: custom software and apps, system integrations, data migrations, reporting and dashboards, and AI that works inside the systems a business already runs.

I lead every engagement myself. I trained in accounting before moving into IT, hold accounting and IT professional qualifications and an MBA, and bring more than 20 years of experience across sales, service delivery, inventory and compliance. I am also a PhD candidate in AI at Curtin University, researching retrieval-augmented generation (RAG), so the technology is always judged by what it does for the business.

  • An old-fashioned service

    Small and boutique. The person who scopes your project is the person who delivers it, and the same person is there on launch day.

  • Quick responses

    No ticket queue and no account manager in between. You hear back within one business day, usually sooner.

  • A long-term partner

    The project is the start, not the end. When you need the next system, integration or report, you call the same person, who already knows your business.

Similar Project?

Want something similar for your business?

Tell us about your industry, your workflows, and what you want to achieve. We will scope it, quote it fixed-price, and build it.

Tell us what you want to fix

What industry are you in? What systems do you use? What is the biggest operational problem you want solved? We will come back with a plan and fixed-price quote.

Prefer a quick chat? Call 0425 531 127. We answer the phone in Perth.