How it works
Six stages, from an empty workspace to a closed door
Conclave follows an event the way an organiser does — set it up, open it, decide who is coming, keep them told, take the changes on the chin, and get everyone through the door on the day with a record of what happened.
Create the event
Every event starts as its own workspace, with its own team, templates and settings.
- Events do not share a workspace
- A second event is not a second folder inside the first. It gets its own team, its own templates and its own settings, and the boundary between them lives in the data layer — a Prisma client extension scopes the queries — rather than in whether every screen remembered to add a filter.
- Ten steps, eight of them optional
- The setup wizard asks for everything an event could need and insists on almost none of it. You can walk through it in a minute with the two required steps and come back to the rest.
- Nothing is written until the last step
- Abandon the wizard halfway and there is no half-made event left behind for someone to find next month and wonder about. The record is created once, at the end, or not at all.
- The web address comes from the short name
- You give the event a short name; the address is derived from it and checked for availability, so you find out about the collision before you have printed the invitations.
- The event sends as itself
- Each event carries its own sender identity — the name it sends under, the from-address and the reply-to — so a delegate sees the organisation they registered with, not a shared platform address. Note the limit: this is sender identity, not a separate web domain per event.
Collect registrations
Open the doors to anyone, or only to the list you already have.
- Public form or invitation only
- Set per event. A public conference and a closed council meeting are the same product with a different answer to one question.
- Your fields, not ours
- The registration form carries the questions your event actually needs — membership number, dietary requirement, delegation, whatever it is — instead of bending your event to fit a fixed schema.
- Bring the list you already have
- CSV import maps your columns onto the form fields, validates every row before anything is written, and matches duplicates so importing the same file twice does not produce two of everybody.
Decide who is coming
Approval is where a registration becomes a place at your event.
- By hand or automatically
- Review each registration, or let them through on arrival. One at a time when a name needs a judgement call, in bulk when four hundred of them do not.
- Approving is one action, not three
- Approving a registration issues its signed QR entry pass and sends the confirmation in the same step. There is no separate "now remember to email them" — which is the step that gets missed, and the reason people turn up at a door holding nothing.
Keep everyone informed
The messages between registering and arriving are most of the work, and most of the mistakes.
- Templates you edit, in the platform
- Email and WhatsApp templates are edited where the event lives, versioned so you can see what changed, and previewable against a real registration — so you catch the empty placeholder before four hundred people do.
- WhatsApp goes through your approved sender
- WhatsApp templates are mapped to the ones Meta has approved for your sender. That is a constraint of the channel rather than of Conclave, and it is worth knowing before you plan a campaign around it.
- Reminders on the event clock
- Reminders are scheduled relative to the event — fourteen days out, three days out, the day before — plus a thank-you afterwards. You set them once when you set up the event, not by remembering to press send on a Tuesday.
- Every message has a record
- Sent, delivered, opened, bounced, failed — per message, with a dedicated failures view. When someone says they never got it, that is a question with an answer rather than an argument.
Absorb the changes
Between the invitation and the day, a list of people is never still.
- Find anyone, then keep the search
- Search the registration list and filter it by status, category or check-in state. A filter you will use again becomes a saved view; anything on screen can be exported.
- Delegates can hand back their place
- A link in their own email lets someone release the place they cannot use. The seat returns to the event, and the organiser sees who released it and why — instead of finding out at the door. It takes two steps deliberately, because corporate mail scanners follow every link in an email and a one-click version would cancel people who did nothing.
- Access is granted per event, per role
- Check-in operator, registration manager, viewer, event admin. A volunteer scanning badges at one event is not thereby given the delegate list of another. Roles without the PII permission see records with the contact details masked.
The door, and the record after it
On the day the venue Wi-Fi is bad and the queue is real. That is the design brief.
- Check-in is a web page, not an app install
- QR check-in runs in a browser on any phone or tablet. Nobody downloads anything, and a volunteer who turns up with an unexpected device is still a working scanner.
- It works with no connection
- Scans are held on the device and synced when the connection returns. The queue keeps moving through the gap; the record catches up afterwards.
- One screen that shows the whole door
- The check-in command centre shows arrivals live, by gate and by device, with a conflict queue for the passes that need a human — the same pass scanned twice, or scanned at two gates.
- Afterwards, the paperwork answers itself
- Reports and exports for the people who ask, and an audit log of the consequential actions for the people who ask later. Conclave also reports its own health — database, queue, workers — and offers a signed webhook endpoint, an integration guide and a developer console for teams wiring it into something else.
Two ways to check the claims
Watch the walkthrough and click around the live demo, or read how the whole stack runs inside your own country if that is the question your organisation actually needs answered.