Professional tools for organizers who run events at scale — QR entry verification at the door, interactive floor plans, custom registration forms, attendee data export, and availability analysis. Custom registration forms (up to 5 questions; unlimited on Club) and attendee data export are free on every plan; the rest are available on Club and Business premium tiers.
QR Entry Verification (Business Tier)
Check people in at the door by scanning a QR code. Ludoya confirms they're on the list and marks them as having shown up, so your attendance record builds itself as people arrive — no clipboard, no reconciling afterwards.
Re-scanning the same code is harmless: the app says "Already checked in" rather than double-counting.
Two things to set up before the doors open:
- Turn on QR attendance for the event. It's off by default — enable Verify attendance with QR code in the event's settings. The option is only available on events hosted by a group, not personal ones.
- Put the mobile app on the door device. Scanning uses the camera, which the web app can't reach. Attendees don't need the app — their QR code displays fine in a browser.
Anyone who didn't turn up can still be marked with Mark as no-show on the attendee list afterwards.
How It Works
- Attendees open the event page in the Ludoya app and tap the RSVP button
- The RSVP button reveals a drop-down menu with options to change their RSVP, leave the event, edit their own attendance schedule, and show their QR code when asked
- The unique QR code is generated on demand in the app when the attendee picks "Show QR" — no emails, no printing, no pre-issued codes to keep track of
- At the door, scan the code — Ludoya checks it against the RSVP list and shows whether the person is allowed in
QR Codes
- Each attendee's code is unique to the specific event and generated on demand in the app
- Shown directly from the RSVP button's drop-down menu on the event page
- Scanning is instant — works with any phone camera
Benefits
- Fast, frictionless door checks without clipboards or paper lists
- Instant RSVP verification — is this person allowed in or not?
- No pre-issued codes to lose, forward, or reprint
- Prevents non-RSVP'd arrivals from slipping in
命名位置（组织）
在你的场地内定义命名的位置，并将活动和预定的游戏局分配给它们。
地点与位置
地点（你的场地，或该组织使用的任何实体空间）可以包含具名的位置，它们对应其中的现实区域：
- 一家咖啡馆可能为每张桌子设一个位置（"1号桌"、"2号桌"、"靠窗卡座"）
- 会展大厅可能细分为房间（"主会场"、"RPG房"、"演示区"）
- 多层场地可能按楼层给位置贴标签（"楼上 — A桌"、"楼下 — 后厅"）
设置位置
- 前往你的组织设置，并选择要配置的地点
- 为该地点创建并命名位置（例如，"1号桌"、"后厅"、"主会场"）
在活动中使用位置
该地点上的任何活动都可以占用位置——而且可以一次占用多个，不止一个。比如俱乐部之夜同时占用了后厅和前面两张桌子，就应选择这三个。
通常的做法：
- 整个场地的活动（如展会、包场的俱乐部之夜）往往完全跳过位置，只分配在该地点即可。没问题——位置是可选的。
- 子活动会选择其议程轨道所占用的房间或区域，以便参与者知道去哪里："新手轨道 → 主会场"、"进阶轨道 → 后厅"。
- 预定的游戏局会选择它们进行时所用的桌子。
有一条值得了解的规则：一旦父活动已经占用了位置，其子活动将不再提供位置选择器——父活动的选择已经描述了所有事情发生的地点。如果你希望每个子活动和每张桌子各自指定位置，就让父活动不占用位置。
这样，参与者就能准确看到自己的轨道或桌子在哪里，同时并行进行的两件事也不会最终占用同一张桌子。
交互式场地平面图（Business 等级）
为已命名的 位置 叠加一层可视化地图。上传一张场地平面图，并把每个 位置 放到图上——到场者可以在可平移、可缩放的地图上探索你的场地，其中每张桌子、每个房间或游玩区域都已标注。
设置平面图
- 在你组织的地点设置中，为已经有位置的某个地点启用平面图
- 上传一张平面图图片（照片、示意图或建筑图纸）
- 点击任意位置，将其拖到图像中的正确区域
没有平面图时，位置仍会以纯文本标签的方式工作（"你在3号桌"）。在需要导航的大型场地中，可视化平面图的优势尤为明显。
最适合
- 拥有多个房间或分区的大型场地
- 拥有数十张桌子的展会
- 常客希望挑选自己心仪的位置的桌游咖啡馆
- 任何常有人问 "我的桌游在哪儿？" 的场地
Custom Attendance Forms (free on every plan — up to 5 questions, unlimited on Club)
Ask attendees questions when they RSVP — collect information you need to run a better event, all without leaving Ludoya for an external form builder.
Creating Custom Questions
- Open the event's settings and pick the Form section
- Add your questions, dragging them into the order you want (or duplicating one you've already set up)
- Mark any question required
- Save — the questions appear when people sign up
Note the event must belong to a group, and adding a form turns off anonymous guests: if you're asking questions, Ludoya needs to know who's answering.
Question Types
- Short answer — a line of free text
- Paragraph — a longer written answer
- Single choice — pick one from a list
- Multiple choice — pick as many as apply
- Linear scale — rate on a range, with labels at each end
- Multiple choice grid — several questions sharing one set of answers, in rows and columns
- Personal information — ask for an email, phone number, date of birth or gender, validated properly instead of collected as free text
Example questions:
- "Do you have any dietary restrictions?"
- "How familiar are you with heavy euro games?"
- "Do you need a lift?"
- "First time attending?"
Ask Per Guest
Any short-answer, choice or personal-information question can be marked Ask per guest. It's then answered separately for every extra person an attendee brings — reserved friends and named guests alike — with the attendee filling it in on their behalf, and required ones blocking the booking until they're done. That's how you collect four sets of dietary requirements from one person booking a table of four.
Attendee Experience
People answer as they sign up, and required questions must be filled in before they can confirm. Answers are saved with their registration, visible in attendee management, and exported alongside the attendee list.
Use Cases
- Catered events — dietary needs and allergies
- Beginner nights — gauge experience to balance tables
- Corporate events — collect department or team info
- Themed nights — costume preferences, team assignments
Attendee Data Export (free on every plan)
Download RSVP lists, post-event attendance marks, and form responses as CSV.
What You Can Export
One row per attendee, with these columns:
- name and username
- attendance — their RSVP status
- guests — how many anonymous guests they're bringing
- one column per question on your custom registration form, with their answers
Two things worth knowing if you build a spreadsheet around this:
- A question only gets a column if at least one person answered it. Columns come from the answers actually given, not from the form definition, so an optional question nobody filled in simply won't appear — and a column can come and go between exports as answers arrive.
- Multiple-choice answers arrive in one cell, separated by a
|, so "Vegetarian|No nuts" is a single field rather than two columns.
Check-in and no-show marks aren't in the export — the CSV reflects who signed up and what they told you, not who walked through the door.
Use Cases
- Post-event analysis (attendance patterns, popular games, demographics)
- Email follow-ups or loyalty program tracking
- Reporting to venue management or event sponsors
- Planning future events based on past attendance data
可用性热力图（Club 等级）
按活动生成的热力图，显示参与者在活动期间实际会在场的时间，方便组织者围绕大多数人都在的时段规划预定的游戏局。
参与者如何贡献
加入活动时，每位参与者会标记他们将在该活动的自身日程中的哪些时间段在场。对于一个从周五傍晚到周日的周末展会，一位参与者可能会说："周五 18:00–22:00，以及周六一整天"，另一个人可能只能在周六下午到场。RSVP 按钮的下拉菜单允许他们随时编辑这份个人出席日程。
它会显示什么
- 一条沿着活动的自身日程展开的可视化密度条（不是按周或月）
- 大多数参与者会在场的峰值时段
- 只有少数参与者能到场的低谷时段
- 当参与者调整其可用时间时实时更新
组织者如何使用
- 打开活动的参与者列表
- 点按查看日程
- 阅读可用性概览的密度条，找出大多数人会在场的时间段
- 将你最重要的预定的游戏局、演讲或锦标赛安排在这些峰值时段，以便尽可能多的受众能够参加
- 在其下方，个人日程会按姓名列出每位参与者，并显示其逐时段的条形图——当你需要协调特定人员时很有用，比如一位重度桌游的演示者，或为一张预先安排的桌位召集玩家
谁能看到什么
这两个部分会在同一个对话框中一并出现：聚合密度条和带姓名的个人日程。对于其主办群组使用Club计划的活动，任何能打开参与者列表的人都可以看到它们——不仅仅是组织者。
请告知你的参与者，因为他们标记的时间将以姓名对活动的其他人可见。如果这不是你对某个特定活动的期望，就不要要求大家填写个人日程。