Welcome to the Pegotec Event Invitation Management System – your comprehensive solution for professional invitation management, contact coordination, and attendance tracking.
Pegotec’s Event Invitation Management System is a secure, scalable, cloud-based platform that streamlines invitation-only events end to end. Organize contacts, send multilingual and personalized email invitations, track RSVPs in real time, and control on-site entry with QR code check-in. Built for high-profile diplomatic and corporate functions, the system provides GDPR-compliant data handling, role-based access control (RBAC), and analytics for informed, data-driven planning.
Perfect for embassy receptions, government events, corporate launches, fundraisers, and VIP gatherings, Pegotec’s Event Invitation Management System ensures secure invites, QR check-in, and real-time RSVP tracking—saving time while delivering a smooth guest experience.
Each client has a private and secure account. In this space, they can create and manage contact lists, organize contacts under specific organizations, and assign them to multiple events. This separation guarantees full data privacy and clear segmentation for multi-organization use.
For each event, clients can assign contacts as invitees. Personalized invitation emails can be sent in bulk, complete with RSVP tracking links and optional PDF attachments. Reminders can be scheduled and automatically sent to those who haven't responded.
Invitees get a personalized RSVP link to quickly confirm or decline attendance. The system records each response instantly, providing organizers with complete visibility into participation rates.
Organizers can access detailed analytics dashboards for each event, displaying email open rates, delivery statistics, RSVP status, and overall invitee engagement metrics.
When enabled, the system produces PDF invitations with a unique QR code. At the event entrance, staff can scan the QR codes to verify invitees and prevent unauthorized guests from gaining access—perfect for high-security or private events.
Pegotec Event Invitation Management System is a purpose-built, cloud-based platform designed to organize and oversee high-profile invitation-only events. It simplifies the entire process for non-seated events such as embassy receptions, National Day celebrations, corporate launches, charity galas, and other official gatherings. The platform enables event organizers to manage everything from initial planning to post-event analysis through an intuitive interface. It replaces traditional paper invitations with modern digital ones—a trend that continues as paper invites become less favored by planners and guests. By centralizing contact management, personalized email invitations, RSVP tracking, and on-site check-ins, Pegotec ensures a smooth and professional experience for both hosts and invitees. Whether you’re organizing a diplomatic reception or a major corporate event, Pegotec offers all the tools you need to simplify logistics, protect guest privacy, and ensure a smooth experience. The system supports complete workflow management, letting you build your guest list, design and send invitations, monitor responses in real-time, and control entry with secure QR codes. Everything is optimized for efficiency and security on a modern cloud platform, so you can focus on hosting a successful event rather than dealing with administrative hassles.
Pegotec’s event creation workflow makes it easy to set up and manage unlimited events with all key details—name, date, time, venue, and categories. Events are highly customizable with templates, PDF invitations, RSVP deadlines, and supporting materials. Recurring events can be duplicated and updated quickly, ideal for annual receptions or regular corporate functions. Each event is independent, ensuring data privacy and avoiding mix-ups, while a clear dashboard with filters gives organizers full visibility. In short, Pegotec simplifies event setup and management with flexibility, security, and efficiency.
Pegotec’s contact and invitee management keeps all guest data secure and organized in one place. Detailed profiles support names, organizations, plus-ones, and multiple email addresses, making it easy to reuse contacts across events. Organizers can bulk import via Excel/CSV, categorize guests, and quickly search or filter records. Built-in tools prevent duplicates and ensure GDPR-compliant data handling, so every invitation reaches the right people efficiently.
Pegotec streamlines email invitations with high-deliverability sending via Postmark, fully customizable templates, and dynamic placeholders for true personalization. Create multilingual invites, optionally attach a branded PDF with a unique QR code, and preview before sending. Automated reminders target only non-responders, while delivery, opens, and status logs are tracked in a real-time dashboard—boosting response rates and reducing manual follow-up.
Each invitation includes a secure, unique one-click RSVP link—no login or forms required. Responses are captured instantly and shown in a real-time dashboard with confirmed, declined, and pending counts, plus filters by organization or VIP status. Automated confirmations can be sent to “Yes” responses, and guests can update their RSVP before the deadline. Accurate, live headcounts help plan staffing, catering, and logistics with confidence.
Enable fast, secure entry with personalized PDF invitations containing unique QR codes. Staff scan codes with the Pegotec event app for instant, real-time verification, automatic check-in, and timestamped logs—no paper lists. Built-in duplicate and fraud prevention, multi-gate support, and live attendance views speed lines and enforce tight access control for high-security events.
Track performance end-to-end with real-time analytics. See email delivery and open rates, RSVP breakdowns (accepted, declined, pending), and live check-in timelines—filterable by groups or VIP status. Use actionable insights during the event, then export results to Excel/CSV for post-event reporting. Data-driven metrics help optimize reminders, attendance, and future event planning.
Pegotec runs on modern cloud infrastructure for high reliability, speed, and scalability. Secure access from any device is backed by encrypted connections, GDPR compliance, and regular audits. Role-based access control (RBAC) ensures users only see what they need, protecting sensitive guest data. Automatic updates, backups, and multilingual support make the platform flexible for global events of any size.
Purpose-built for invitation-only events that demand protocol, accuracy, and security. Typical scenarios include:
National Day receptions, protocol receptions, diplomatic gatherings with verified guest lists.
Ministerial meetings, state ceremonies, official briefings with traceable invitations.
Brand/product launches, executive galas, investor & networking cocktails.
Exclusive fundraisers, donor appreciation events, development-sector conferences.
Business mixers, stakeholder receptions, investment forums with multilingual registration.
VIP retreats, board meetings, family foundation gatherings with QR-based access control.
Pegotec is perfect for high-profile, non-seated events such as embassy receptions, diplomatic gatherings, National Day celebrations, corporate launches, networking cocktails, and other official functions. It’s built for events that require professional invitation workflows and secure attendance tracking, rather than ticketed public conferences or seated banquets.
Yes. Every invitation you send can be fully personalized using placeholders (e.g., Name, Event Name, Location). The system automatically includes a secure one-click RSVP link unique to each invitee, enabling them to confirm or decline attendance with a single tap or click.
Absolutely. You can import contacts in bulk by uploading an Excel spreadsheet. The system will validate the data during import and alert you to any missing required fields or duplicate entries, ensuring your contact list remains clean and accurate.
For events with QR code check-in, each invitee who receives a PDF invitation will get a unique QR code. On the event day, they can present the QR code (either on their phone or as a printout) at the entrance. Event staff scan it using the Pegotec check-in event app. The system instantly verifies the code, checks the guest in, and logs the time. This ensures quick and secure entry — no printed guest lists, manual sign-ins, or risk of unauthorized reuse of invites.
Yes, security and privacy are key elements of Pegotec’s design. All data is transmitted through encrypted connections, and information is stored on secure, up-to-date cloud servers. The software uses role-based access controls to ensure only authorized personnel can view or manage specific data. Pegotec complies with international data protection standards, including the GDPR, which provides features for data consent, the right to be forgotten, and more. It also undergoes regular security audits and backups to maintain data integrity.
Yes. If an invitee has already responded but needs to change their reply (for example, from “Accept” to “Decline” or vice versa), they can click the same personal RSVP link again to update their status, as long as the RSVP deadline hasn’t passed. The system will record the change, and the organizers will see the updated response in real-time.
Absolutely. Pegotec supports multiple user roles through its Role-Based Access Control system. For example, an Admin user can manage all settings and events in the system. An Event Manager role might be limited to handling only the events they're responsible for, with full control over invitations and data for those events. An Event Viewer role could be read-only, allowing someone to monitor RSVP and attendance without editing permissions. These flexible roles ensure that sensitive functions and data are accessible only to the authorized individuals.
Yes, each event can have its own invitation template. You can fully customize the email content – including the subject line, body text, images, and branding – to fit that event’s theme or your organization’s identity. The system’s template editor allows using placeholders like Name, EventName, etc., which will be replaced with each invitee’s actual details, making every invitation feel personally crafted. You can also customize the PDF invite design (if using PDFs) with event-specific imagery or logos.
Yes. The Pegotec platform is multilingual-ready. You can create invitation templates in different languages and send language-specific versions to various invitees as needed. This feature is especially useful for international events or organizations operating in regions with multiple languages.
The system lets you store multiple email addresses for one contact, such as a work email and a personal email, or an assistant’s email. When sending invitations, Pegotec can send the invite to all listed addresses to improve the chances of delivery. This is useful for VIP guests who may have gatekeepers or multiple contact points – you make sure the invitation reaches them one way or another. Each invite link and QR code, however, remains unique to the individual contact (not the email address), so if they respond through one email’s link, the system will record the RSVP for that person, and no duplicate invites are counted.
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