Contact person: Event Staff Accreditation & QR System

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Location: Klagenfurt, Austria

Budget: Recommended by industry experts

Time to start: As soon as possible

Project description:
"I need a lightweight yet secure web application that lets me run the entire accreditation process for event staff from one place. The core of the build is an employee-centric database: every person working the event must be registered, reviewed by multiple approvers, and, once cleared, automatically issued a unique QR code that will serve as their digital badge at entry points.

Scope and key actions
• Registration: staff enter their own details or an admin uploads them in bulk.
• Multi-level approval: at least two configurable checkpoints (e.g., HR → Security) must sign off before a profile is marked “Approved.”
• QR assignment: upon final approval the system generates a scannable QR (PNG & PDF) and logs it to the profile.
• Search & reporting: quick filters by role, approval stage, or shift; export to CSV.
• Attendance: a simple scanner view (mobile-friendly) that timestamps each successful QR scan and writes it back to the employee record.

Tech is flexible as long as the stack is common—Laravel, Node/Express, or Django with a MySQL/PostgreSQL backend would all work. Code should be clean, well-commented, and ready to drop onto a standard VPS.

Deliverables
1. Source code and database schema
2. Installation guide + brief admin user manual
3. Demo link for live testing with sample data

I’ll test by registering sample staff, routing them through two approval levels, and scanning the generated QR codes at least twice; all events must appear in the attendance log against the correct profile.


More detailed Information:

Ski Austria accreditation system.


What we need:

Ski Austria organizes events. Different zones are existing at those events and we need to get up to 5000 persons per event access to that zones. Actually we use print outs. But I would like to change that, that accredited persons get codes and something like the foto of the accreditation on their mobile phone.

Additionally we need to register every worker on site in a database. Description below.


What it should be able to do:

Accreditation of individuals online
Accreditation of groups, online import with Excel
Photo, name, email, mobile number, function, company, date of birth, social insurance number, address, etc.
Insert a photo, preferably as a “selfie”
Allocation of different letters of credit, numbers (up to 20 approx.)
Additional letters of credit should be able to be awarded, such as colorful dots or something else.


There should be 2 options as to how a person who receives an accreditation gets the proof:

Do everything, register yourself at home.

Printout by an employee on site, We set up a service point and help on site, can also make a printout, ev to insert it into an arm loop and see where the person is allowed to go.
QR code by email, with photo, name, function and access (letters of credit etc), picture on the cell phone to show at an entrance inspection
The QR code should be able to be scanned by scanners, i.e. entrance controls, and then the corresponding numbers appear so that the inspector can let this person in there.

Furthermore:

At an event, separate section: Employee registration.

Employees enter all data
Name, etc - including SozVersNr, height, etc
Start of work, end of work, Ev working hours per day
An admin should prepare this for each event so that only certain data can be entered.
Excels should be able to be exported from this, for tax offices etc.

All data must be protected accordingly, according to data protection requirements in Austria. That we can do later.


It should also be possible to filter all data, e.g. search by group, name, etc.

Groups are, for example:

Employees
TV
Written Media
radio
piste
Etc etc etc


Note: printouts are secondary, it would be important to me that there is a QR code with proof on the cell phone that someone can show.


Everything in Ski Austria design, logo attached.

It should be as simple as possible.

Clearly, everyone must be able to log in to manage their data. Admin must be able to manage, there must be an admin for groups, etc.

So passwords have to be assigned.

As a senior admin, you also have to be able to delete users and change letters of credit, because if someone logs in, they will forgive themselves for EVERYTHING. Ie - if someone selects TV, then they automatically only get assigned to group TV etc.

The senior admin must also be able to change any accreditation, i.e. change the access (assign numbers, etc.

Data protection guidelines and consent from TV rights (i.e. a paragraph of text) must also be accepted." (client-provided description)