Events and club nights
Sales, management, entries. Your whole night
From the advance sale to the door, all the way to closing the till, everything stays linked. RelAI holds the data together, and at the end of the night the sums are already done.
Night overview
Entry scanning
Where they come from
- 3 actions
- Ticket, list or table: the customer chooses on the same page and does not have to start over at every step.
- 1 scanner
- Tickets, lists and cards go through the same scanner and end up in a single entry register.
- 5 types of comp
- Simple entry, entry plus one, drink, table on the house, VIP invitation. Each one with its reason and the name of whoever authorised it.
Three numbers for the same entries
It is eleven in the morning, the night ended a few hours ago. The entry counts do not match: the ones counted at the door, the ones rung up at the till and the ones the promoter sent on WhatsApp at four give three different numbers. Before you even know whether the night went well, you have to decide which one to believe.
Inside RelAI there is only one count of scanned entries. In the format you set capacity and prices, the showcase sells, at the door the same code issued at the sale is scanned, and the promoter's link already carries their code. Nobody copies anything from one sheet to another, and the morning after there is no number to choose out of three.
And the night does not end with the night. The reduced price for whoever has the card holds for every event without you repeating it, and you send Saturday's reminder by SMS or WhatsApp. The bar takings go into the same till register, and you publish the page the customer opens on your website. If whoever came in on Saturday books dinner on Wednesday, RelAI recognises them: it is the same profile.
Capacity, prices, comps: you set it all in the format and the team follows those rules.
Whoever is on the door scans, whoever is on the till takes the money, the promoter stays on their lists. Nobody decides a price different from yours.
Entries, takings, commissions and compliance end up in a single summary. You know where every figure comes from.
Before. During. After.
They are three different moments, and they usually end up in three different places: the advance sales sheet, the notebook at the door, the count the day after. Here they are the same night, and there is one place to check.
You prepare the format. The next nights start from there.
Times, prices, booking rules and tickets are already set in the format: you change only what you need and publish.
The queue moves. RelAI records it all.
Four things happen in the same hours, with the venue filling up and the music not helping. Nobody has to stop and write things down: the data is recorded as it happens.
At the door you scan the customer's code or look them up by name. Scanned and refused entries are counted automatically, without stopping anyone. You can still make an exception: a comp is granted on the spot, with its reason and the name of whoever authorised it.
Badge readers, turnstiles and electric locks. The private area opens only for whoever has the access level you assigned them. It does not depend on who is on shift tonight.
Sequential number, printed tag, return recorded with a scan. You link the coat to the customer's card, or it stays just a number and you do not ask anyone their name.
Number plates recorded on the way in and out, with spaces reserved for the VIP area. If there is a dispute about parking, parking gives you the time the car came in and the time it left.
You close the night. The numbers add up.
Compliance, commissions, labour cost and takings are all based on the data of the same night. There is no second register: you do not have to call anyone to get them to send you their numbers.
The part you cannot get wrong
Required in Italy for anyone selling ticketsYou know who brought you every person
In-house promoters and external affiliates in the same programme, each with their own code. The personal link already carries the code, so nobody does the attribution by hand, and the commission you read already includes what comes from their network: the figure you discuss with the promoter is the same one you are looking at.
| Promoter | Affiliated by | Brought | Conversion | Commission |
|---|---|---|---|---|
| Luca Verdi team lead | — | 210 | 67% | 1,890 € |
| Marco Rossi team lead | — | 150 | 71% | 1,250 € |
| Sofia Marchetti | Giulia Bianchi | 128 | 70% | 730 € |
| Giulia Bianchi | Marco Rossi | 85 | 56% | 540 € |
team lead
Each one sees only their own
The promoter handles everything on their own: they invite, check who actually came in and see how much they have earned. You no longer send them anything by hand, and they do not need you to find out how it is going.
The best moments to remember
Albums per night, public or reserved for whoever signed up. The pictures you pick end up on the showcase. The page for the next night already starts with the photos from this one.
History of the nights
Tickets sold against capacity, recorded takings and average fill, compared with the past editions of the same format. When you say Saturday is the best night, you have the data to prove it.
Fifteen tools. One count.
The event changes. How people get in does not.
- Restaurants and bars Dinner show: list, tables and entries
- Events and venues From advance sale to turnstile
- Shops and retail Invitation-only launches, with photos
- Beauty and wellness Open days with limited places
Several sites, a franchise or a special project? Let's talk about it
Questions about events and club nights
Can I let someone in without a ticket?
Yes, and the favour takes two seconds as always. What changes is Monday: every comp carries its reason, whether it is an official invitation, a management guest-list place, a promoter's comp or a press place, together with the name of whoever authorised it. You also know how many you gave out and how many were actually used, which are usually two different numbers.
How many people do I put on shift?
Night staff starts from the turnout forecast, not from the memory of last Saturday. You set once how many guests one person handles for each role, plus the minimums that never go lower, and the night is split into five slots from opening to closing. Before calling anyone you see planned hours, uncovered slots and labour cost: you make the extra phone call beforehand, not on Saturday at nine.
Do I have to change the ticketing I use now?
Not necessarily. What works for you can stay where it is: there is the API, plus ready-made connections for till, management software and online sales. Which ones can actually be connected depends on the system, though: we look at it together on a call before starting.
Do I need SIAE ticketing if I only run lists?
You need it when you sell an access ticket. If you work with lists and complimentary entries, entry scanning is enough; SIAE ticketing stays off until you need it.
Can a promoter see the others' numbers?
They see only their own. Every promoter logs into the promoter app with their own code and finds their lists, their guests and their commissions. The whole network, with who affiliated whom, is visible only to you.
Does the cloakroom record the customer's name?
You decide. The cloakroom can tie the coat to the card of whoever leaves it, and then it stays linked to their profile. Or it can assign only the sequential number and an anonymous tag, without recording their name.
Can I use the turnstiles I already have?
It depends on the model. Access control handles badge readers, motorised turnstiles and electric locks, and at every gate you assign who can go through.
What happens if the connection drops at the door?
You turn on offline mode on the door device: out of coverage it keeps scanning and recording locally, and the records sync when the connection comes back. So a network problem does not block the queue.
Who can change a price once the night has started?
Only whoever has the permission. The permissions tied to roles set what can be changed from the panel and what cannot, so the price list you set in the format stays the same even when only your team is on the floor.
Your next night,
Try RelAI for free or book a call: together we set up capacity, prices, entries and everything you need to get started.