Chosen for a second year
AFRIREG was selected to support EAPA SA Annual EduWeek for a second consecutive year. Repeat delivery matters because it reflects trust in both the technology and the onsite operating team. The 2026 programme took place across several days and included masterclasses, programme sessions and formal CPD requirements.
The second year created an opportunity to build on practical event experience. AFRIREG focused on a faster guest linking process, clear session reader behaviour, reliable attendance windows and reports that could explain how each qualification result was calculated.
NFC stickers on guest name badges
Each approved guest could be linked to an individually encoded NFC sticker placed on the name badge. The sticker turned the printed badge into a smart credential without asking guests to carry a separate card or install an application. Guests could tap at the relevant station as they entered or left a session.
The badge linking tool connected the physical tag identifier to the correct guest record. Search, confirmation and override controls helped the onsite team manage exceptions while protecting the accuracy of the database. Once linked, the same badge could support multiple attendance interactions across the programme.
A seamless check in and check out process
NFC made the interaction quick and familiar. A guest presented the badge, the reader identified the linked record and the system created a timestamped attendance visit. The interface gave clear confirmation so the guest and onsite team knew the tap had been recorded.
Session rules determined whether a tap opened a visit, closed an active visit or required an exception. The system also supported auto checkout logic where appropriate. This helped manage cases where guests forgot to tap out while still preserving transparent rules for attendance calculations.
Tracking attendance duration for CPD
CPD reporting required more than proof that a person entered a room. AFRIREG calculated the portion of each session attended by comparing timestamped visits with the approved session start and end. Time before the session started and after it ended was excluded. Multiple valid visits could be combined and capped at the full session duration.
The reporting tools applied the stored attendance threshold, including the 75 percent criterion used for qualifying sessions. Reports showed how many linked guests entered, how many met the criterion, how many remained below it and the percentage that qualified. This gave EAPA SA a clearer evidence base for CPD administration.
Live statistics and operational visibility
The event team could review guest linking, session activity and attendance while EduWeek was in progress. Dedicated administrative screens and exports helped identify unlinked guests, unusual visits and sessions needing attention. Live information allowed the onsite team to respond before a small issue affected the final report.
Post event audit tools added another layer of confidence. Read only reports reviewed session times, early arrival behaviour, five minute check in waves and qualification totals. The process made it possible to distinguish a genuine attendance issue from a session timing correction or operational exception.
What guests experienced
For guests, the technology stayed simple. The NFC sticker was already part of the name badge, so attendance could be recorded with a quick tap. There was no separate application to open and no paper register to complete at every session. The experience felt natural and supported the professional rhythm of the programme.
The positive guest experience came from preparation behind the scenes. Tags were encoded and linked, sessions were configured, readers were tested and onsite staff understood the exception process. The result was a smooth interaction for delegates and detailed data for the organiser.
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AFRIREG can design the RSVP, communication, onsite technology, credentials and reporting around your event.
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