Inoeven

Inoeven

Reservation system, Events, Non-profit

For ZHP we built Inoeven, a workshop sign-up app for a multi-day youth event. Hundreds of participants pick their sessions in minutes, and free seats and programme changes update live for everyone.

Wędrownicza Watra is ZHP's annual multi-day gathering for young people from all over Poland. At the end of August a few hundred of them meet in one place, and workshops are the heart of the programme: from crafts and photography to first aid, in several blocks every day. Sign-ups used to run on paper and in spreadsheets: lists got mixed up, seats were counted by hand, popular sessions let in more people than they could hold, and sorting it all out dragged on into the night. We designed and built Inoeven to turn that evening of lists into a few calm minutes. Each group logs in with a short code and picks sessions for its members for the whole day on a single screen, and every sign-up changes the number of free seats on all screens in real time, with no page refresh. The organisers upload the programme from a spreadsheet, adjust sessions and instructors during the event, and participants see those changes instantly; they also open the next day's sign-ups with one click. We also set up the hardware and network on site, and in the 2023–2026 editions we were there with the team during sign-ups. Today a whole day's sign-ups close in 30–60 minutes, with no overbooked workshops.

Challenge we faced

  • Paper lists and spreadsheets mixed up sessions and time slots, and seats were counted by hand, so popular workshops kept getting overbooked.
  • 600 to 800 people sign up within a few minutes, competing for the same last seats from many devices at once.
  • The number of free seats has to be the same on every screen at the same moment, or someone ends up in a session that is already full.
  • The programme changes during the event: instructors drop out, sessions move between blocks, and sign-ups cannot stop.
  • Everything runs outdoors, on hardware and a network the organisers set up for just a few days.

Technologies

  • Laravel
  • Livewire
  • PHP
  • MariaDB
  • Redis
  • Bootstrap
  • JavaScript

Effects of our work

  • Time

    A whole day's sign-ups in 30–60 minutes

  • Summary note

    No more overbooked workshops

  • Launch

    Programme changes without pausing sign-ups

  • Positive feedback

    Positive feedback from participants

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