Professional tools for organizers who run events at scale — QR entry verification at the door, interactive floor plans, custom registration forms, attendee data export, and availability analysis. These features are available on Club and Business premium tiers.

QR Entry Verification (Business Tier)

Verify at the door that arrivals are on the RSVP list. Scanning a QR code is a door check only — it does not log attendance, timestamps, or no-show data. If you want to track who actually showed up, use the manual Mark Showed Up / No-Show controls on the event page after the event.

How It Works

QR code scanning at event entry

  1. Attendees open the event page in the Ludoya app and tap the RSVP button
  2. The RSVP button reveals a drop-down menu with options to change their RSVP, leave the event, edit their own attendance schedule, and show their QR code when asked
  3. The unique QR code is generated on demand in the app when the attendee picks "Show QR" — no emails, no printing, no pre-issued codes to keep track of
  4. At the door, scan the code — Ludoya checks it against the RSVP list and shows whether the person is allowed in

QR Codes

  • Each attendee's code is unique to the specific event and generated on demand in the app
  • Shown directly from the RSVP button's drop-down menu on the event page
  • Scanning is instant — works with any phone camera

Benefits

  • Fast, frictionless door checks without clipboards or paper lists
  • Instant RSVP verification — is this person allowed in or not?
  • No pre-issued codes to lose, forward, or reprint
  • Prevents non-RSVP'd arrivals from slipping in

Named Spots (Organizations)

Define named spots within your venue and assign events and scheduled games to them.

Locations and Spots

Locations (your venue, or any physical place the organization uses) can contain named spots that map to the real-world areas inside them:

  • A café might have a spot for each table ("Table 1", "Table 2", "Window Booth")
  • A convention hall might break down into rooms ("Main Hall", "RPG Room", "Demo Area")
  • A multi-floor venue might label spots by floor ("Upstairs — Table A", "Downstairs — Back Room")

Setting Up Spots

  1. Go to your organization settings and pick the location to configure
  2. Create and name the spots for that location (e.g., "Table 1", "Back Room", "Main Hall")

Using Spots in Events

Once a location has spots defined, the things happening inside an event at that location can each claim a spot — but the root event itself usually doesn't.

The model is:

  • The root event is tied to the location as a whole (e.g., the convention happens at "The Venue", the club night happens at "The Café"). It doesn't pick a single spot, because it spans the whole place.
  • Sub-events nested inside it can each pick a spot, telling attendees which room or area that track lives in (e.g., "Beginner track → Main Hall", "Advanced track → Back Room").
  • Scheduled games inside the root event or inside a sub-event can each pick a spot, pinning them to a specific table.

Attendees see exactly where their sub-event or table is. If the same location hosts multiple concurrent sub-events or tables, each claims its own spot so there's no confusion about which table is where.

Interactive Venue Floor Plans (Business Tier)

Add a visual map layer on top of your named spots. Upload a floor plan image and place each spot on it — attendees explore your venue on a pannable, zoomable map with every table, room, or play area marked.

Floor plan view

Setting Up a Floor Plan

  1. In your organization's location settings, enable the floor plan for a location that already has spots
  2. Upload a floor plan image (a photo, diagram, or architectural drawing)
  3. Click any spot to drag it onto the right area of the image

Without a floor plan, spots still work as plain text labels ("you're at Table 3"). The visual floor plan shines at larger venues where navigation matters.

Best For

  • Large venues with multiple rooms or zones
  • Conventions with dozens of tables
  • Game cafés where regulars want to pick their favorite spot
  • Any venue where "Where is my game?" is a common question

Custom Attendance Forms (Business Tier)

Ask attendees questions when they RSVP — collect information you need to run a better event, all without leaving Ludoya for an external form builder.

Creating Custom Questions

Custom attendance form builder with example questions

  1. Go to event settings
  2. Click Custom Attendance Forms
  3. Add questions using any of the supported field types (see below)
  4. For each question, optionally add a description and mark it required
  5. Publish — questions appear on the event's RSVP flow

Supported Field Types

  • Text field — free-form answer (short or long)
  • Multiple choice — pick one from a list of options
  • Linear scale — rate on a range (e.g., 1–5 or 1–10)
  • Grid — multiple questions sharing the same answer options, arranged in a row/column grid
  • Pre-defined attendee details — collect standard fields like email or date of birth with built-in validation, instead of asking them as free text

Example questions:

  • "Do you have any dietary restrictions?"
  • "What's your experience level with board games?"
  • "Do you need transportation?"
  • "First time attending?"

Attendee Experience

When an attendee RSVPs, they answer your questions. Required questions must be filled in before they can confirm their RSVP. Responses are saved with their registration and visible in the attendee management section, and exported alongside the attendee list (see below).

Use Cases

  • Catered events — dietary needs and allergies
  • Beginner nights — gauge experience to balance tables
  • Corporate events — collect department or team info
  • Themed nights — costume preferences, team assignments

Attendee Data Export (Business Tier)

Download RSVP lists, post-event attendance marks, and form responses as CSV.

What You Can Export

  • Full attendee list with RSVP status
  • Custom form responses per attendee
  • Manual Showed Up / No-Show marks recorded by organizers after the event (see Events)

Use Cases

  • Post-event analysis (attendance patterns, popular games, demographics)
  • Email follow-ups or loyalty program tracking
  • Reporting to venue management or event sponsors
  • Planning future events based on past attendance data

Availability Heatmap (Club Tier)

A per-event heatmap that shows when attendees will actually be present during the event, so organizers can plan scheduled games around the times when most people are there.

How Attendees Contribute

When joining an event, each attendee marks which time slots within the event's own schedule they'll be there. For a weekend convention running Friday evening through Sunday, one attendee might say "Friday 18:00–22:00 and Saturday all day", another might only be able to come Saturday afternoon. The RSVP button's drop-down menu lets them edit this personal attendance schedule at any time.

What It Shows

  • A visual density strip laid out along the event's own schedule (not weeks or months)
  • Peaks where most attendees will be present
  • Valleys where few attendees can make it
  • Updates live as attendees adjust their availability

How Organizers Use It

  1. Open the event's attendee list
  2. Switch to the Availability Heatmap view
  3. Scan the density strip for peak slots where most attendees will be present
  4. Place your most important scheduled games, talks, or tournaments in those peak slots so the biggest audience can attend
  5. Drill down into individual schedules — tap any attendee in the list to see their personal slot-by-slot availability, which is helpful when you need to line up specific people (e.g., a teacher for a heavy game, or the players for a pre-arranged table)

Privacy

The heatmap itself is aggregated — regular attendees see only the density view, not who's free when. Organizers with access to the attendee list can see individual schedules when they drill down; this is intended for event planning, not general visibility.

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