Create an event with ease

An event is the time frame in which your cloakroom is actively in operation. Every event has a clearly defined start and end time — outside this time window, no new check-in is possible. This prevents accidental bookings outside the event hours and ensures clean, traceable data.

A cloakroom can be assigned to multiple events. You configure the cloakroom once and reuse it for every subsequent event — no reconfiguration needed. For example, you can use the same cloakroom again and again for weekly club nights or monthly events.

You create an event in five steps directly in the dashboard under the “Events” menu item.

Step 1 — Enter a name

Give the event a clear, easy-to-understand name. Your guests can see this name — it appears on the digital cloakroom pass in the wallet app. Choose a name that clearly describes the event. Examples:

  • “Summer Party 2026”
  • “Conference XYZ”
  • “Friday Club Night”
  • “Trade Show – Day 1”

The link to a specific cloakroom area or entrance isn’t made through the event name, but through the cloakroom you select in step 4. The event name describes the event, not the physical location.

Step 2 — Set the start & end

Set the exact time frame of the event. For both start and end, you choose a date and time — down to the minute. The time frame determines when check-ins are possible in the app.

Schedule the start time with enough lead time. Recommendation: 30 to 60 minutes before the planned start of admission, so your on-site staff is ready to go and can serve the first guests right away.

The end date can be set to the following day if an event runs past midnight. For multi-day events — such as trade shows or festivals — choose the end date accordingly.

Note on the Event day pass: With the Event day pass plan, the validity period is limited to 3 days (72 hours). This means you can create and fully prepare the event up to 3 days before the event day — assign the cloakroom, set up staff, test everything. On the event day itself, there’s nothing left to set up.

Step 3 — Choose an identifier

The identifier determines how guests are recognized at check-in. You choose between two options:

QR (default)

Guests are identified by QR code. This is the standard solution for most events and venues. The QR code can come from two sources:

  • External QR code — for example from the event ticket (Eventim, Reservix, etc.), the trade show badge, the entry wristband, or another ticketing system. Tapcoat reads this code directly — without any connection or integration with the ticket provider.
  • Internal Tapcoat QR code — generated by Tapcoat and printed out or displayed at the cloakroom. The guest scans this code themselves, or the staff scans it on their behalf.

NFC

Guests are identified by NFC chip — the contactless option. Suitable for events where guests already carry NFC-enabled objects: name badges, lanyards, wristbands, or access cards. Staff briefly hold the device to the guest’s NFC object — check-in takes a fraction of a second, with no scanning and without the guest having to do anything.

Note: The identifier can’t be changed after the event has been created. Decide before creating it which method you want to use for this event.

Step 4 — Select a cloakroom

From the list of cloakrooms you’ve created, select one or more to use for this event. The list shows all cloakrooms in your account — you can search it and sort it alphabetically.

If you run several cloakrooms at the same time — for example, a coat cloakroom at the main entrance and a luggage drop-off on the lower level — select both in this step. Both are then assigned to the event and available to your staff in the app.

If you want to create a new cloakroom for this event, you can do so directly via “Add cloakroom” in the same step — without leaving or interrupting the event creation process.

Step 5 — Review the summary and finish

In the last step, you see a complete overview of all event settings: name, time frame, selected identifier, and assigned cloakroom(s). Check all details carefully before you click “Create event”.

Once created, the event is active immediately and visible in your staff’s Tapcoat app — provided the respective staff members have been assigned to the event.

Important: The start and end time as well as the identifier can’t be changed after the event has been created. Make sure all details are correct before you complete the last step.