Create an event easily
An event is the time frame in which your cloakroom is actively operated. Every event has a clearly defined start and end time. An event only appears in the tapcoat® app while it is running — from the start time until the end. This prevents accidental bookings outside the event time and keeps your data clean and traceable.
A cloakroom can be assigned to several events. You configure the cloakroom once and reuse it for every further event — without reconfiguring it. 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 — Choose a name
Give the event a clearly understandable name. Your guests 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 fair – day 1”
The assignment to a specific cloakroom area or entrance isn’t made via the event name, but via the cloakroom you select in step 4. The event name describes the event, not the physical location.
Step 2 — Set start & end
Set the event’s time frame. You choose the date and time for both start and end; the start time must be before the end time. The time frame determines when the event appears in the app and check-ins are possible.
Plan the start time with enough lead time. Recommendation: 30 to 60 minutes before doors are scheduled to open, so your staff on site can already select the event in the app and serve the first guests right away.
The end date can be set to the following day if an event goes past midnight. For multi-day events — for example trade fairs or festivals — you choose the end date accordingly.
Step 3 — Choose an identifier
The identifier sets how guests are recognized at check-in and checkout. It applies to the whole cloakroom at this event. You choose between three options:
QR code (generated)
At check-in, the tapcoat app generates a new QR code for the guest. The guest scans this code with their smartphone and receives their digital cloakroom pass. This is the right choice for most events and venues.
QR code scanner
The tapcoat app scans QR codes the guest already has — for example from the event ticket, the trade fair badge or the Web Pass from Self Check-in. No new code is generated. tapcoat reads the code directly, without any connection or integration with the ticket provider.
NFC (existing tag)
The tapcoat app reads existing NFC tags, for example wristbands, cards, name badges or lanyards. No new code is generated. Staff briefly hold the device to the guest’s NFC item — check-in works with a tap, without aiming a camera. Whether NFC is included in your plan is on the pricing page. Details: Setting up NFC check-in.
Step 4 — Select the cloakroom
From the list of your cloakrooms, select one or more to be used for this event. The search helps you find a cloakroom faster.
If you run several cloakrooms at the same time — for example a coat cloakroom at the main entrance and a luggage drop-off in the basement — you select both in this step. Your staff choose in the app which of these cloakrooms they work at.
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 the event creation process.
If the slots in your plan aren’t enough for the time frame, for example because events overlap, the dashboard reports Not enough slots.
Step 5 — Check the summary and finish
In the last step, you see an overview of all event settings: name, time frame, selected identifier and selected cloakroom(s). Check the details and click Create event.
From the start time, the event appears in your staff’s tapcoat app under Running events. Staff see the running events and cloakrooms they are invited to and choose the event and cloakroom themselves. There is no separate assignment of staff to events or cloakrooms in the dashboard.
Change an event later
You can change the name, start time, end time and identifier after creating the event: in the dashboard, open Events, choose the event, adjust the details and save with Save. This is also where you assign more cloakrooms.
If you no longer need an event, you archive it. Active bookings are then checked out and Self Check-in links deactivated. The archived event stays in gray in the list and can be restored.