Event Accreditation Platform

Stack: Softr (app, database and workflows) + n8n

Overview:

The client is a company that produces large-scale events and runs the accreditation side of them — the credentials handed out at the entrance. Every event means collecting personal data and photos from dozens of separate groups: media, security, police, fire departments, vendors, production staff and VIP guests. Each group has different access rights, different zones and different credential designs, and the information arrives late, incomplete and through every channel imaginable. Turning that into print-ready files for specialty credential printers was a manual, email-and-spreadsheet process that didn't scale with the size of the events they produce.

Solution:

We built a full accreditation management platform on Softr, using the Softr database as the system of record and combining Softr workflows with n8n for the automation layer. The platform lets their team:

🗺️ Configure each event from scratch — accreditation zones, credential types and access levels (general admission, VIP, restricted areas)

👥 Create and manage accreditation groups per event — media, security, police, fire, staff, vendors — each with its own permissions and credential design

📧 Send invitations by email to individual attendees or to the managers responsible for accrediting their own teams, with a personalized form link

📝 Collect data and photos directly from the person being accredited, through a self-service form that writes straight into the system

✅ Review, approve or reject submissions from a central dashboard, with full visibility of who is still missing

🖨️ Generate print-ready credential images and send them to specialty credential printers in batches, instead of one by one

🔄 Run notifications, image processing and batch generation automatically through Softr workflows and n8n

Impact:

The platform moved data collection from the production team to the people being accredited, removing the back-and-forth that used to consume the days before an event. Accreditation for an entire event is now managed from a single place — every group, every zone, every access level — with a clear view of pending submissions and a batch printing flow that connects directly to the credential printers. The team can now onboard a new event in the platform and run it end to end without rebuilding the process each time.