Penguinpass App

Overview

Penguinpass is an event and venue management platform based in Milan. It describes itself as "The professional event and venue management tool powered by AI to predict your attendees." The platform handles the whole guest journey, from invitations to the day of the event, for corporate, sports, VIP, hybrid and virtual events. It has run guest management for the Italian Football Federation's Casa Azzurri app during Euro2020 and for VIP guests at the ICC T20 World Cup in Dubai, Abu Dhabi and Oman.

The Problem

Organisers usually juggle separate tools for invitations, RSVPs, reminders, guest lists and check-in, and the data rarely lines up across them. The biggest question also goes unanswered until the doors open: how many invited guests will actually turn up?

At Penguinpass's level, mistakes are visible. A VIP left off a list or a slow check-in queue at a stadium reflects on the organiser. The tool has to stay calm and reliable while handling thousands of guests and many campaigns at once.

The Solution

The app brings the full guest workflow into one product:

• Guest lists: add guests manually, import them from CSV, or sync them from a CRM.
• Save-the-dates and invitations: a drag-and-drop editor for branded emails, plus SMS and WhatsApp reminders.
• RSVP and registration: forms that track each guest's status in real time.
• AI attendance prediction: a machine-learning model that forecasts turnout. Penguinpass reports 97% accuracy.
• Check-in and badge printing: on-site guest handling, including walk-ins.
• Reports: a view of how effective each event was, after it ends.

Accounts, plans and billing are built into the product, so organisers can sign up for free and upgrade without talking to sales.

Technical Notes

Built on TanStack Start with Convex as the real-time backend. As a result, guest status, RSVPs and check-ins update live on every screen without manual refreshing, which is essential when several staff check people in at once. Authentication uses Better Auth, and subscription plans and usage limits run through Autumn.

Outcome

Penguinpass now has a single web app for the full guest workflow, from building the list through check-in to reporting. Its AI attendance prediction sits inside that same workflow instead of being a separate tool.