Evento – A Secure and Transparent College Event Management App
1. Introduction
Evento is an innovative college event management system designed with two platforms:
Mobile App → For Students and Organizing Teams to handle registrations, ticket
scanning, on-spot entries, and certificate downloads.
Web Dashboard → For Super Admin and Department Admins to manage event
approvals, finance tracking, and department-level operations.
The system supports multi-department colleges, ensuring every department manages its
events independently while the Super Admin oversees and approves all events. Evento
focuses on:
Transparency in financial transactions.
Security in ticket and certificate handling.
Efficiency in communication and event execution.
2. Problem Statement
Colleges face multiple issues in event management:
Fake tickets and certificates.
Funds mismanagement and lack of transparency.
Scattered tools for registration, communication, and reporting.
No centralized approval system for events.
Lack of department-wise accountability
3. Objectives
Evento aims to:
✅ Provide a centralized platform for all college event operations.
✅ Enable Super Admin–controlled event approvals.
✅ Maintain department-wise independent accounts.
✅ Ensure tamper-proof budget and expense records.
✅ Secure tickets as view-only in the app.
✅ Release certificates only after event closure with QR verification.
4. Existing System & Limitations
Current Tools:
Google Forms for registration.
WhatsApp for communication.
Excel for budgeting.
Manually created certificates.
Limitations:
Tickets & certificates can be faked.
Budgets can be manipulated.
No real-time verification system.
Scattered workflows and lack of centralized control.
5. Proposed System – Evento
Evento uses a role-based architecture:
Role Platform Key Permissions
Super Admin Web Approve/reject events, monitor all departments,
(College Level) Dashboard manage department admin accounts, audit finances.
Department Web Create event proposals, assign organizing teams,
Admin Dashboard close events, approve certificates, manage
department payment accounts.
Organizing Team Mobile App On-spot registration, ticket scanning & verification,
event assistance.
Students Mobile App Register for events, make UPI payments, view tickets
(in-app only), download certificates after event
closure.
6. Core Features
6.1 Mobile App (Students & Organizing Team)
Student Features:
o OTP-based login.
o Event browsing & registration.
o UPI/Razorpay payment integration.
o In-app ticket viewing with unique QR code.
o Push notifications for updates.
o Certificate download after event closure (QR verified).
Organizing Team Features:
o Ticket scanning & verification.
o On-spot participant registration.
o Real-time attendance tracking.
6.2 Web Dashboard (Super Admin & Department Admin)
Super Admin Features:
o Approve/reject all event proposals.
o Manage department admin accounts.
o Monitor budgets and transactions for all departments.
o View department performance reports.
Department Admin Features:
o Create event proposals for approval.
o Assign organizing teams.
o Manage department’s payment account.
o Approve participant lists for certificates.
o Close events after completion.
7. Money Transparency
All fund requests and expenses are logged in an immutable database.
No amount can be altered once recorded.
Department Admins can request funds but cannot modify approved amounts.
Super Admin has final financial approval authority.
8. Technology Stack
Layer Technology
Mobile App Flutter / React Native
Web Dashboard React.js / Next.js
Backend Node.js / Express
Database MongoDB / PostgreSQL
Authentication Firebase OTP
Payments Razorpay / UPI
QR Handling Mobile QR generator & scanner libraries
Hosting AWS / Firebase
Version Control GitHub
9. Future Enhancements
AI event recommendation engine.
Volunteer rewards and badges.
Facial recognition attendance tracking.
Multi-college collaboration events.
10. Uniqueness Comparison Table
Feature / Platform Evento Eventee Whova Eventify EventInsti
Multi-Department ✅ Yes ❌ ❌ ❌ ❌
Structure
Super Admin ✅ Yes ❌ ❌ ❌ ❌
Approval
Money Transparency ✅ Yes ❌ ❌ ❌ ❌
View-Only Ticketing ✅ Yes ❌ ❌ ❌ ❌
Post-Event ✅ Yes ❌ ❌ ❌ ❌
Certificates
Mobile + Web ✅ Yes ✅ Mobile ✅ Mobile + ❌ ❌
Platform only limited web
Role-Based Access ✅ Yes ⚠ Limited ⚠ Limited ⚠ Basic ⚠ Basic
Department Payment ✅ Yes ❌ ❌ ❌ ❌
Accounts
On-Spot Registration ✅ Yes ❌ ✅ Yes ✅ Yes ✅ Yes
Target Audience ✅ General General events Colleges Colleges
Colleges events
