Case study Maritime · Goa · Event app

92 people. Two days.
Nobody with a clipboard.

Aviette runs the Hapag-Lloyd crew conference for Anglo-Eastern. Ninety-two seafarers and shore staff, four checkpoints, coaches leaving for two venues. We built the app that ran it. 334 check-ins over two days, and more than half of them the crew did themselves.

Anglo-Eastern Hapag-Lloyd
Built for Aviette, the event agency
Hapag-Lloyd vessel at sea
Delegate home screen
Check-ins recorded
334
Self check-in
56%
92
delegates and seafarers
334
check-ins over two days
87
of 92 scanned at least once
0
paper registers
Manan Mehta with the AI Crew team in the Mumbai office
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The AI Crew team at work
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Manan Mehta and the crew
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Container terminal
The ask: one QR per delegate, an agenda that knows what time it is, and a desk that can see who has not turned up.
01 · The situation

Ninety-two people, and a coach that leaves at five.

A crew conference is not a normal event. Half the room are sailing officers who arrive from different ships, do not know each other, and have to be somewhere exact at an exact time. Aviette's team had to know, at four moments across two days, who was on the bus and who was still in their room.

inventory
A clipboard does not scale

Ticking 92 names on paper at a hotel door, twice a day, in the dark, before a coach leaves.

quiz
Everyone asks the same three things

What is next, where is my room, which bus am I on. Asked of the desk, all day, by everyone.

no_accounts
No app store, no sign-ups

Nobody installs an app for a two-day conference. It had to work from a link, on any phone.

02 · What we built

One link. Two audiences. Four screens each.

Delegates and sailing crew see different things, because they need different things. Both get their own QR, their own agenda, and their own room. Nobody registers, nobody downloads.

Now and next home screen
Screen 01
Now and next

Opens on what is happening this minute and what is coming. Their table, their bus, their ID, and a twenty-minute warning before every checkpoint.

Personal QR code
Screen 02
Their own QR

One code per person, carrying their name, room and delegate ID. Hold up the phone, or scan the printed poster yourself and mark your own attendance.

Check-in desk scanner
Screen 03
The check-in desk

Pick the checkpoint you are manning, open the camera, scan people in. Green, amber, red, readable at arm's length in bad light.

Organiser dashboard
Screen 04
Who is missing

The organisers' view. A ring per checkpoint, a live count, and a named list of everyone not yet in. That list is the whole product.

account_treeHow the event app works

One link in. A named missing list out.

No install, no registration. What the crew see, what the desk does and what the organisers watch.

Comes in
groups92 guests, loadedDelegates and sailing crew
mailA one-time code by emailThe only sign-in
qr_code_2Checkpoint postersFor self check-in
event_available

The event app

One link, two audiences, four screens each.

  • check_circleNow and next, with a 20-minute warning
  • check_circleA QR per person: name, room, ID
  • check_circleFour checkpoints, in the client's words
Goes out
how_to_reg334 check-insTimestamped, per checkpoint
person_searchWho is missingA named, live list
campaignLive announcementsTo every phone, removable
Organiser
upload01Load the event

Final agenda, 92 real guests and the rooming list, in before day one.

Crew
mail02Open the link

An email one-time code. No app store, no password, any phone.

Crew
schedule03Now and next

Their table, their bus, their ID, and a warning before every checkpoint.

Crew
qr_code_scanner04Scan the poster

188 of the 334 check-ins were people scanning the printed poster themselves.

Desk
photo_camera05Scan the rest

Pick the checkpoint, open the camera. Green, amber, red, readable in bad light.

Organiser
person_search06See who is missing

A ring per checkpoint and a named list of everyone not yet in.

Built withlinkNo app installmailEmail one-time codeqr_code_2Per-person QRnotifications_active20-minute remindersSupabasecampaignLive announcements
03 · How the two days ran

Arrive, scan, and the desk already knows.

Four checkpoints, set by the client in their own words. Every one of them recorded twice over: once by the person, once by the desk.

1Reception, day of check-in

The first moment anyone is counted. 86 of 92 people, recorded across the arrival window.

2On departure to St Regis

Coaches out at five. 82 people scanned in a single evening window before they left.

3On departure to the hotel

The return leg. 81 people, the hardest count of the event, done at a hotel door near midnight.

4At the conference

Day two, the session that matters. 85 people in the hall, counted before the first speaker.

Organiser attendance grid
The thing we did not expect

188 of the 334 check-ins were people scanning the poster themselves. The desk only had to chase the other 146.

We built the scanner they asked for and a self check-in they had not. On the day, the crew preferred to do it themselves, so the desk stopped being a queue.

04 · How it was built

Twenty-two changes, from three WhatsApp drops.

Joshua at Aviette did not send a spec. He sent voice notes and screenshots, three times, as the event got closer. Every drop became a numbered ledger, and no row closed until it was live and verified in a browser.

17 August · eleven items
Shared home screen, personal greeting, the co-brand mark, delegate and seafarer split, passcode organiser area, editable rooming list
11 of 11 shipped
Same afternoon · two more
The four checkpoints renamed to his exact wording, and the greeting changed from "Good morning" to "Welcome"
shipped
30 August · ten items
Final agenda, 92 real guests loaded, rooming, announcements
10 of 10 shipped
8 September · one item, one day out
"If I send an announcement by mistake, give me an option to remove it." Two taps, verified against the live database.
shipped same day
The one we pushed back on
"Turn demo mode off" would literally have frozen the event clock and broken day one. We split it into two flags and asked.
clarified first
Agenda screen
Rooming screen
Signed off, the day before

"Everything is perfect in the website, you can take it off demo mode, that's good to go."

Joshua, Aviette · 8 September 2026
05 · What changed

The desk stopped being the bottleneck.

Before
  • closePaper register at four moments across two days
  • close"Who is not here yet" answered by counting heads
  • closeAgenda, room and bus asked of a human, all day
  • closeNothing to look at afterwards
After
  • check334 check-ins, timestamped, four checkpoints
  • checkThe missing list is a live screen, named, on a phone
  • checkEveryone carries their own agenda, room, table and bus
  • checkA full attendance record the client keeps
linkNo app install mailEmail one-time code qr_code_2Per-person QR notifications_active20-minute reminders Supabase campaignLive announcements
Timeline
  • 4 August · the call
    One QR per delegate, four checkpoints, no self-registration. We killed the RFID wristband idea on the call.
  • 17 August · first preview
    All screens live, 189 automated checks, thirteen of Joshua's changes shipped the same day.
  • 30 August · real data in
    Final agenda, 92 real guests, rooming list, announcements.
  • 8 September · handed over
    Preview login switched off, the app closed for the event, client pushed their own first announcement.
  • 9 to 10 September · it ran
    334 check-ins. 87 of 92 people. Zero support calls to us during the event.
Vessel at sunset
Entry screen
Terminal at dusk
The AI Crew team in Mumbai
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