One platform, from “You're invited” to the last photo
Eventra is a complete digital event suite for weddings, celebrations, and private events. It replaces paper invitations, RSVP spreadsheets, door lists, and photo-sharing group chats with one connected experience — beautiful for guests, effortless for hosts.
An experience, not a form
A cinematic invitation with music and a live countdown, a one-minute RSVP, a personal portal with their seating and digital pass, and shared photo galleries that update live during the event.
Everything in one dashboard
Live RSVP stats, a searchable guest list, seating assignments, event content you can edit any time without touching code, automated reminder emails, and a phone-based QR check-in scanner for the door — or self check-in when there's no host to greet arrivals.
The guest journey
Every Eventra event follows the same arc. Each step hands off to the next automatically — no manual exports, no copy-pasting lists.
- Step 1 · Invite Share one link Send your invitation link by WhatsApp, iMessage, or email. It opens with an elegant splash monogram, background music, your welcome note, the schedule, and a live countdown to the day.
- Step 2 · RSVP Guests reply in under a minute Going, Maybe, or Can't Go — plus party size, guest names, and dietary needs. A confirmation email with the event details arrives instantly. Plans changed? Guests simply submit again with the same email and their reply updates in place.
- Step 3 · Prepare You manage everything from the dashboard Watch responses arrive live, assign seating per guest, publish the menu, parking, and accommodation details, and toggle exactly which portal features your guests see.
- Step 4 · Remind Eventra follows up automatically In the final five days before the event, every confirmed guest automatically receives one beautifully formatted reminder with directions and a link to their Guest Portal — late RSVPs included, and never a duplicate.
- Step 5 · Arrive Scan passes at the door — or let guests check themselves in Each confirmed guest carries a personal QR pass. Staff scan it with any phone — a green “Welcome!” shows the party size, seating, and meal at a glance, and the tally counts guests in real time. No one at the door? Guests can tap “I've arrived” in their own portal to check themselves in, and it lands on the same live count.
- Step 6 · Celebrate Photos flow in live Guests snap and upload photos straight from their phones; everyone's shots — and the photobooth's — appear in shared galleries that refresh automatically, with full-size downloads for keeps.
- Step 7 · Thank A warm goodbye, sent for you The morning after, everyone who attended receives a thank-you email in your own words — a heartfelt close to the experience that gently points them to Barrios for their next occasion. Sent once, automatically.
The Invitation & RSVP
The invitation is a single elegant page, fully driven by your dashboard — change the date, venue, or wording any time and the live page updates instantly, with graceful fallbacks if a guest's connection drops.
Designed to be opened
- Splash entrance — a monogram built automatically from your event title (e.g. “Maria & Daniel” becomes M·D)
- Background music — add any hosted song; autoplays where allowed, starts on first tap elsewhere, with a tasteful pause control
- Live countdown — days, hours, minutes, seconds to the ceremony
- Order of the day — a timeline you edit as simple lines of text
- Link previews — the title and date appear when shared in chat apps
- Reduced-motion aware — animations respect guests' accessibility settings
RSVP that keeps itself clean
- One row per guest — resubmitting with the same email updates the reply instead of duplicating it
- Smart form — party size, guest names, and dietary fields hide automatically when someone declines
- RSVP deadline — shown on the page when you set one
- Instant confirmation email — branded, with date, venue, directions button, and the guest's reference ID
- Spam-proof — invisible bot traps and a page token keep junk out of your guest list
The Guest Portal
After confirming, each guest signs in with just the email they RSVP'd with — no passwords, no accounts. Their portal is personal: their name, their party, their table, their pass.
18 features, each with an on/off switch
Every card below can be toggled from your dashboard. Content-based cards also hide themselves automatically while empty, so guests never see an unfinished section.
The Guest Pass
A digital pass with the guest's name, party size, seating, meal, and personal QR code. Guests can download it as an image to keep in their camera roll, or add the event to their calendar — Google Calendar on phones, a universal calendar file on desktop, complete with a day-before alarm.
Living content
The menu supports course headings and chef's notes with simple text formatting. The event map accepts a venue-layout image (a Google Drive share link works as-is). Announcements let you push day-of updates — schedule changes, dress code notes — to every confirmed guest at once.
The Host Dashboard
One password-protected page with three tabs. It's where the whole event is run — no technical knowledge required after setup.
| Tab | What you do there |
|---|---|
| Guest List | Live stat tiles (responses, going, maybe, declined, total headcount), a searchable table of every reply — status, party, contact, dietary notes, messages, check-in time — plus per-guest seating assignment and one-click CSV export for caterers and planners. |
| Event Details | Everything the invitation shows: title, date, start time, venue, map link, welcome message, schedule, RSVP deadline, hosts' sign-off, footer, and background music. Saving republishes the live invitation instantly. |
| Guest Portal | The 18 feature toggles plus all portal content: menu, event map image, announcements, parking, accommodation, host notes, gift registry, and emergency contact. |
- Stays signed in on your own device, with a one-tap log out for shared computers
- Refresh on demand — pull the latest RSVPs any time with one click
- You own the data — every reply lives in a Google Sheet under your account, not ours
Check-in Scanner
A dedicated page for door staff — open it on any phone, enter the event password, and start scanning. No app store, no hardware.
At the door
- Camera QR scanning with audio cues — a bright tone for welcome, a low tone for attention
- Instant guest card — name, party size, seating, meal, and companions the moment a pass is scanned
- Manual search fallback — find any guest by name, email, or pass ID and tap to check them in
- Live tally — parties and total guests inside, always in the header
Built for real doors
- Multi-device safe — several staff phones can scan at once; a guest can never be double-counted, and each device syncs when it happens
- Undo — checked in the wrong party? One tap reverses it
- Gatekeeping with judgment — “Maybe” and declined guests are flagged, with a deliberate Check in anyway override for the host's call
- Self-healing list — an unknown pass triggers an automatic list refresh before it's ever rejected, so last-minute RSVPs still scan
Event Photos & Photobooth Gallery
Two shared galleries — one for the photos your guests take, one for the photobooth's shots — both updating live during the event, no refresh needed.
Guest photo sharing
- Take or choose — shoot in the moment or upload up to 15 photos at once from the camera roll
- Auto-optimized — photos are resized and compressed on the guest's phone before upload, so it's fast even on venue Wi-Fi
- Upload queue — per-photo progress with clear shared / failed states
- Name tagging — an optional name credits each guest's photos
The gallery experience
- Live wall — new photos appear automatically for everyone
- Full-screen viewer — swipe or use arrow keys, on any device
- Original downloads — every photo can be saved at full quality
- Self-diagnosing — if photos ever stop displaying, the page tells the host exactly what to fix instead of failing silently
Automated emails
Three branded emails, all generated from your live event details — never out of date, never sent twice.
| When it sends | What's inside | |
|---|---|---|
| RSVP Confirmation | Instantly, on every reply | The guest's response and party, event date and venue, a Get Directions button, dietary notes echoed back, their reference ID, and how to change their answer. |
| Event Reminder | 10:00 AM, within the final 5 days — once per confirmed guest | A personal countdown (“3 days to go”), the full details, directions, arrival-time nudge, and a button into their Guest Portal for the pass and seating. |
| Thank You | 11:00 AM the day after the event — once per guest who attended | A warm note in the host's own words, signed off in their name. It closes with a friendly recommendation of Barrios Kitchen & Bar — catering, party trays, and dining — and an invitation to leave a Google review. |
- Late RSVPs covered — anyone confirming inside the reminder window still gets their reminder the next morning
- Reaches everyone who came — the thank-you goes to guests marked Going and anyone checked in at the door, so walk-ins and “Maybe”s who showed up aren't missed
- In your voice, your words — write your own thank-you message and personal note in the dashboard, or let a warm default stand in
- Exactly once — each guest is marked after every send, so nobody is ever nagged twice
- Delivery-resilient — a temporary email outage never blocks an RSVP from being recorded; unsent reminders and thank-yous retry the next day automatically
Security & reliability
Guest lists are personal data and event days don't get a second take. Eventra is hardened for both.
Bot & spam protection
Invisible honeypot traps and page tokens on the RSVP form and photo uploader keep automated junk out of your guest list and photo library.
Injection-safe data
Every guest-supplied value is sanitized before it touches your spreadsheet or CSV export — no rogue formulas, no script injection, anywhere in the pipeline.
Passes that never expire early
A guest's pass ID is permanently theirs. Update your RSVP ten times — the QR code on a pass downloaded on day one still scans at the door.
Double check-in guard
Check-ins are verified against the live record on every scan, so two door stations can never count the same party twice.
Redundant QR generation
Guest passes generate their QR through two independent services — if one is ever unreachable on event day, the second takes over automatically.
Private by design
Host areas require the event password, sent securely — never in page links or logs. Guest pages are excluded from search engines. Each guest sees only their own details.
Event-day playbook
The short version of running the day on Eventra:
- The week before — confirm the guest list in the dashboard, finish seating assignments, and publish the menu, map, and parking details. Reminders start going out automatically.
- The night before — post a final announcement (arrival time, dress code) to the portal; every confirmed guest sees it.
- Door opens — staff open the Check-in Scanner on their phones, sign in with the event password, and start scanning. Manual search covers anyone whose phone died. No door staff? Switch on self check-in and let guests tap themselves in from their portal.
- During the event — guests upload photos from the portal; the live gallery makes a great feed for a projector or TV.
- Watch the room — the scanner's tally shows parties and guests inside in real time; the dashboard shows who's arrived.
- After — the thank-you email goes out automatically the next morning to everyone who attended. Export the final CSV and download the full photo and photobooth galleries whenever you like. Everything stays in your own accounts.
FAQ
Do guests need to install anything or create an account?
No. Everything — the invitation, RSVP, portal, pass, and photo galleries — runs in the phone's browser from a link. The portal “sign-in” is just the email they RSVP'd with.
What if a guest's plans change after they RSVP?
They open the invitation and submit the form again with the same email. Their reply updates in place — no duplicates — and their existing pass and QR code remain valid if they're still coming.
Can I change event details after invitations go out?
Yes, any time. The invitation, portal, and all emails read from your live event settings — edit the venue or start time in the dashboard and every surface updates immediately. Portal announcements are the fastest way to make sure confirmed guests notice.
What happens if someone shows up without their QR pass?
Door staff type any part of their name, email, or pass ID into the scanner's search and tap them in. It records the exact same check-in as a scan.
Can several people work the door at once?
Yes — every phone with the event password is a scanning station. Check-ins are verified centrally on each scan, so the same party can't be counted twice, and each device syncs itself if another station got there first.
What if there's no one to check guests in at the door?
Turn on self check-in for the Guest Portal. Confirmed guests then see an “I've arrived — check me in” button in their portal and tap it on arrival; their exact arrival time is recorded just like a staff scan and shows on the host dashboard. It needs no password, and a guest can only ever check in their own pass, once — so it's safe to leave running. You can post a small QR sign at the entrance that opens the portal to make it effortless.
Who owns the guest data and photos?
You do. RSVPs live in a spreadsheet under your own account, and every photo is stored in your own cloud drive at full quality. Eventra orchestrates them; it doesn't hold them hostage.
Is the guest list protected?
Yes. The dashboard and scanner require the event password on every device, guest pages are hidden from search engines, submissions are sanitized and bot-filtered, and each guest can only ever see their own RSVP and pass — never the full list.
What does Eventra run on?
Lightweight hosted web pages, an automation engine for RSVPs, emails, check-ins, and photo processing, and Google Sheets, Drive, and Gmail as the storage and delivery layer — services you already trust, under your own accounts.