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Convention Registration Software
Registration software that takes dental professionals from sign-up to CE certificate, built around course seats, badges and check-in.
Business goals
The client runs a convention for dental professionals, where attendees also earn continuing education credit. A registration has to handle dentists and their teams, choose sessions, respect limited seats and end with credit that can be verified. The client wanted software to manage that full path in one place, so organizers could spend their time on the program instead of correcting spreadsheets during convention week.
Project overview
Hexagon built convention registration software with CE accreditation included. Attendees register online by attendee type, choose sessions and receive confirmation. Hands-on courses stop taking bookings when seats run out. On site, staff find registrants, check them in and print badges. Attendance feeds the CE record, so credit and certificates come from the same data as registration, without a separate reconciliation after the event.
Challenges faced and solved
A dental convention looks like one event, but it runs as many small bookings with credit attached.
An office registers as a team
A dentist often brings hygienists, assistants and front office staff. Forcing each person through a separate form means repeated entry, and it leaves the convention office sorting out who belongs together.
We built group registration so one person can register their dental office team, with each attendee keeping an individual record and credit history.
Hands-on courses sell out
Hands-on sessions have limited seats because each one depends on equipment and instructor time. Overbooking one means an awkward conversation with a paying attendee at the door.
We tied each course to a seat limit that updates with every booking and closes the session once it fills.
The opening morning queue
Doors open and everyone arrives at the same time. Searching a printed list and hand-writing badges builds a line that greets attendees before their first lecture has even begun.
We built check-in screens that find a registrant by name or code, confirm their sessions and print a badge on the spot.
Proving who sat in the room
Registering for a course doesn't prove attendance, and CE credit needs that proof. Paper sign-in sheets get lost, misread and left for someone to key in after the event.
We recorded session attendance against each registrant, so CE credit reflects who attended and certificates can be issued from that data.
Features
| Feature | Description |
|---|---|
| Attendees | |
| 1. Online Registration | Attendees register from any device in a guided form that adapts to their role. |
| 2. Attendee Types | Dentists, hygienists, assistants and office staff each see the options that apply to them. |
| 3. Team Registration | One person can register an entire dental office and manage everyone under a single order. |
| 4. Session Selection | Attendees build a schedule from the program, with conflicting sessions easy to spot. |
| 5. Hands-On Course Booking | Limited-seat courses show their availability, so attendees know right away if they got a place. |
| 6. Payment and Receipts | Attendees pay online and receive a receipt, which many offices need for their own bookkeeping. |
| 7. Confirmation Emails | A confirmation lists each person's sessions, reducing calls to the convention office. |
| 8. Registration Changes | Attendees can review and request changes to their sessions without starting over. |
| 9. CE Certificates | After the event, attendees can get a certificate listing their earned credit. |
| Convention staff | |
| 10. Event Setup | Staff define sessions, rooms, speakers, seat limits and credit hours for the program. |
| 11. Registrant Search | Staff can find any attendee or office quickly and act on their record. |
| 12. On-Site Check-In | Arrivals are marked at the desk, giving staff a live view of who has come. |
| 13. Badge Printing | Badges print at check-in with the attendee's name and role. |
| 14. Walk-Up Registration | New arrivals can be registered at the desk, with their records joining the same data as everyone else. |
| 15. Session Attendance Capture | Attendance is recorded by session, giving CE credit a dependable source. |
| 16. CE Accreditation Records | Credit values attach to sessions and flow to attendees who were present. |
| 17. Registration Reports | Staff can see totals by attendee type and course fill, which helps with room and catering planning. |
How the platform is put together
Each layer has one job.
The result
The client gained a system that runs the convention from first registration through to CE certificates.
| Area | Before | After |
|---|---|---|
| Team sign-up | Separate entry for each person in a dental office | One order for the office, with individual records |
| Limited-seat courses | Seat counts checked by hand | Bookings close automatically when a course fills |
| Check-in | Name lookup and badges handled manually | Search, check-in and badge printing at the desk |
| CE credit | Reconciled from sign-in sheets after the event | Issued from recorded session attendance |
How we took it from idea to launch
Good software follows a process. Here are the six stages, and what happens in each one.
Discovery & Requirements
Goal: Define the product vision, target audience and core business requirements.
Key activities- Stakeholder interviews
- Market and competitor research
- Defining user personas
- Drafting technical specifications or a Product Requirements Document (PRD)
Design (UX / UI)
Goal: Create an intuitive user experience and visual interface.
Key activities- UX design: information architecture, user flows and wireframes
- UI design: high-fidelity mockups and interactive prototypes in Figma or similar tools
- Design system: colors, typography and component libraries
Development: Frontend & Backend
Goal: Build the functional application using agile sprints.
Key activities- Backend: set up databases, design APIs (REST, GraphQL), implement server logic, and configure authentication and authorization (OAuth, RBAC)
- Frontend: build responsive interfaces and connect components to backend APIs
- Version control: manage code through Git and GitHub
Security & Optimization
Goal: Harden the application against vulnerabilities and boost performance.
Key activities- Security: address the OWASP Top 10, including injection, XSS and CSRF, enforce encryption in transit and at rest, and implement rate limiting
- Optimization: code splitting and lazy loading, database indexing, API caching and load testing
- QA and testing: unit, integration and end-to-end tests
Beta Release
Goal: Deploy to a controlled group of real users to catch edge-case bugs and gather feedback.
Key activities- Set up staging and production CI/CD pipelines
- Launch a closed or open beta with real users
- Monitor errors through observability tools
Public Release (Launch)
Goal: Roll the software out to the general public.
Key activities- Final production deployment
- DNS configuration
- Marketing and onboarding rollout
- Post-launch performance and security monitoring
Business benefits
Fast lookup and badge printing make a better first impression at the door.
Seat limits are enforced at booking, so every registered attendee has a place.
CE records come from session attendance instead of retyped paper.
Team registration saves practices from filling out the same form again and again.
Conclusion
Attendees remember a convention for its speakers and its courses, and they shouldn't have to remember its registration desk at all. Behind that desk sit team orders, limited seats, badges and CE credit that must all agree. Hexagon built this software so those pieces share one record from the first sign-up to the final certificate. If you organize a convention for licensed professionals and your registration still ends in spreadsheets, get in touch and we'll walk through how yours could work.
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