A Scalable Admin Tool for Managing Tickets and Attendees

Introduction

Motormaniac is Malaysia premier automotive event series, drawing hundreds of car enthusiasts and industry professionals. As attendance scaled, event organizers began facing significant operational challenges. Ticketing, check-ins, and event logistics were handled across fragmented tools—WhatsApp, spreadsheets, and generic QR apps—creating friction, errors, and inefficiencies.

I was tasked with designing an end-to-end user experience for a new organizer dashboard. The goal: centralize operations, streamline check-ins, and support on-ground usability with a mobile-first approach.

Problems

• Fragmented Operations → Ticketing and coordination were spread across various tools with no centralized system.
• Manual Check-ins → Printed lists and ad hoc QR tools caused long queues and errors at entrances.
• Lack of Real-Time Insight → No live view of attendance, sales, or operational bottlenecks during events.

Solution

After evaluating workflows and interviewing stakeholders, we pursued a Focused Admin Dashboard MVP. Instead of building a full suite, we prioritized three high-impact areas:

• Event Management Hub → Centralized event creation, ticket type management, and real-time sales analytics
• Mobile Check-in System → QR validation with instant feedback, duplicate detection, and offline mode
• Live Event Dashboard → Real-time attendance metrics, peak time tracking, and operational alerts

This mobile-first design gave staff the flexibility to work seamlessly from the event floor without complex training or infrastructure.

Key Improvements

• 60% Less Time Spent on administrative coordination by centralizing workflows
• 8–12 Minutes Saved Per Attendee during peak check-in times
• Unified Source of Truth for ticketing and attendee data

What I Learned

• Designing for real-world, high-pressure scenarios taught me to focus on usability under stress
• Prioritize clarity and speed over aesthetic complexity
• Build mobile-first interfaces that adapt to dynamic contexts
• Balance functionality with simplicity to minimize friction
• Most importantly, I saw how UX design can impact not just digital flow—but physical movement and customer experience in event spaces