Most event software is built around a fantasy.
The fantasy is that when you are running a real event, the WiFi works, your volunteers have personal accounts, your devices are dedicated, and nothing goes wrong at the door. Every major platform, Eventbrite, Whova, Cvent, is architected around that assumption. The server is the source of truth. Everything routes through the cloud. If the connection drops, the system stops.
I have watched that assumption fail in real environments. Lines back up. Staff switch to WhatsApp. Someone pulls out a spreadsheet. The software that was supposed to help becomes the thing people work around.
That is the problem I built PlanIt to solve.
The Wrong Abstraction
The event software industry made a decision early on. It decided that events are primarily a registration and marketing problem. So it built registration pages, ticket sales, attendee engagement tools, sponsor dashboards, and email campaigns.
Those are real problems. But they are not the problems that kill an event on the day itself.
What kills an event on the day is coordination failure. The check-in desk falls behind because a device lost connection. Staff at two entrances have different information. A volunteer cannot log in because the organiser forgot to create their account. The team is split across three WhatsApp threads trying to figure out what is happening.
Nobody built software for that layer. So I did.
What PlanIt Actually Is
PlanIt is a free hosted event operations platform. It is not trying to be Eventbrite. It is trying to be the coordination layer that makes the day itself work.
Here is what that means in practice.
Offline-First Check-In
Every device running PlanIt caches the full attendee list locally. When internet connectivity drops, check-in continues without interruption. Scans are queued locally and sync automatically the moment connection is restored. Conflict resolution handles duplicate scans across entrances.
This is not a stretch goal or a future feature. It is the foundation the system is built on, because I designed around the assumption that connectivity will fail, not that it will hold.
PIN-Based Staff Authentication
Most platforms assume staff have personal email accounts and time to set up credentials before the event. Real events do not work that way. Volunteers show up on the day. Devices get handed between people. You need someone checked in and scanning within thirty seconds of arriving.
PlanIt uses PIN-based staff login. The organiser creates staff accounts in advance with usernames and PINs. Any team member can pick up any device, enter their PIN, and be operational immediately. No email. No password reset flow. No friction at the moment friction is most expensive.
This is how POS systems work. It is how warehouse scanners work. It is how hospital shift terminals work. It is not how event software works, and it should be.
WebRTC Push-to-Talk
Coordination failure at live events is mostly a communication failure. When something goes wrong at the door, the organiser needs to reach the team instantly without leaving the check-in interface, without opening a separate app, without relying on cellular coverage.
PlanIt has a built-in push-to-talk walkie-talkie system built on WebRTC. Staff hold a button to speak. Every other connected device receives the audio in real time. It is contextual, it is inside the operational system, and it does not require a separate platform.
I am not aware of another free event tool that ships this.
Real-Time Sync Across All Devices
Every check-in is reflected instantly across every device on the network. There is no reconciliation step after the event. There is no lag between what one entrance sees and what another sees. The system maintains a single shared operational state across all connected devices simultaneously.
Bulk CSV Import and QR Codes
Inviting 500 people one at a time is not a workflow. PlanIt supports bulk guest import via CSV. Every guest receives a unique QR code tied to their record. Staff scan it at the door for instant validation. Guests need no account, no app, no login.
Seating Charts and Floor Management
Drag and drop seating map builder with live assignment. Staff can see exactly where each guest is seated at the point of check-in. Organisers can move guests in real time as the event runs.
Why This Architecture Is Different
Standard event SaaS looks like this:
Browser / App
|
Central REST API
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Cloud Database
Everything depends on constant connectivity, authoritative server state, and centralised authentication.
PlanIt is closer to this:
Device-Local State
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Peer / Device Sync
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Cloud Reconciliation
Each device is partially autonomous. The cloud is a reconciliation layer, not the only source of truth. That is a fundamentally different mental model, and it changes everything about how the system behaves under real conditions.
It is closer in architecture to a multiplayer game or a realtime collaboration tool than to a traditional SaaS dashboard. That is not an accident. Events are distributed real-time systems. The software should reflect that.
What It Does Not Do
PlanIt does not have ticketing. It does not process payments. It does not have sponsor management, email marketing, or a public discovery page for paid events.
Those are deliberate omissions, not gaps. The product is focused on operational coordination, not pre-event marketing. Adding payment processing would not make it better at what it is actually for.
Where It Is Now
PlanIt is deployed and free at planitapp.onrender.com. No subscription. No per-attendee fees. No guest limits.
It is early. The UI is functional but not polished. The synchronisation logic is solid but not battle-tested at large scale. There are things I know are rough and things I have not discovered yet.
I built it alone. I am 13. I started it in the winter of 2025.
I am not writing this to impress anyone. I am writing it because the problem is real, the category is genuinely underserved, and I want people who run real events with real operational complexity to know it exists and to tell me where it breaks.
If you run events, try it. If you are a developer, the architecture is worth thinking about regardless of whether you use the product. If you have ever stood at a venue entrance watching a check-in system fail while a line builds behind you, you already understand exactly why I built this.
Technical Stack
- Frontend: React, Tailwind, PWA with service worker caching
- Backend: Node.js, Express, MongoDB
- Real-time: WebRTC for push-to-talk, WebSocket for live sync
- Offline: IndexedDB for local persistence, queue-based sync on reconnect
- Hosting: Render
- Auth: JWT for organisers, PIN-based for staff