Jakarta, Indonesia
Project Timeline
2024
Deliverables
Web Application
Mobile Application
UI/UX
Icon & Illustration
What We Do
Web Application Development
Mobile Application Development
As a premier corporate event organizer, Kencana Group faced operational ceilings with existing third-party tools. To uphold their standard of excellence and scale their capacity for high-stakes events, they required a proprietary, centralized platform. The objective was to develop a fully bespoke in-house suite, as existing off-the-shelf solutions failed to provide the granular control and brand precision their high-profile clients demanded. This custom platform would serve as a powerful competitive advantage and providing absolute control over the guest experience.
Kencana Group's prestige relied on flawless execution, but their workflow was fragmented across spreadsheets, generic ticketing platforms, and constant email communication. This fragmentation was magnified by the complexity of managing Kencana Group's diverse portfolio of sub-brands, from Meridian Corporate Events to Kalā Works. Each division operated in its own data silo, using separate spreadsheets and contact lists. This not only created operational inefficiencies but critically, it prevented leadership from gaining a unified, real-time view of the entire business's performance, making strategic oversight nearly impossible.
This lack of a unified system culminated in a critical failure point on the event day itself: the guest check-in process. Relying on printed attendee lists from static spreadsheets led to slow, manual name searching and check-offs. This not only created undignified queues at the entrance but was completely inflexible to the last-minute guest changes common in corporate events. The process eroded the seamless, premium experience Kencana promised its clients from the very first touchpoint, creating a stark disconnect between the high-caliber event inside and the chaotic entry process outside. This fundamental lack of a unified, real-time platform was limiting their growth and threatening the very premium service they were known for.
To address these challenges, we were commissioned to develop a bespoke, end-to-end event management suite. This proprietary platform was built around four foundational pillars, designed to become Kencana's core operational backbone and a key differentiator in the market.
Enterprise-Grade Multi-Organization Architecture
We built a robust multi-brand infrastructure allowing Kencana Group's leadership to manage their entire portfolio—from Meridian Corporate Events to Kalā Works—from a single backend. The system features a sophisticated Role-Based Access Control (RBAC) model, ensuring each division's event managers and staff have access only to their relevant events and data.
The Ground-Up Seating Architect
Recognizing that no off-the-shelf solution could provide the required precision, we engineered a fully custom Seating Architect module. This tool empowers Kencana Group's team to visually design complex venue layouts, assign specific seats to different ticket tiers, and reserve blocks for VIPs and sponsors with drag-and-drop simplicity, eliminating errors.
A Resilient, High-Performance Ticketing Pipeline
To handle high-demand registrations for exclusive events, we engineered a scalable booking engine. The system uses a message queue to prevent database overloads and elegantly manage race conditions. Once confirmed, a pixel-perfect e-ticket, branded for Kencana's client, is generated using browsershot and instantly delivered via the Mailgun and WhatsApp Business APIs.
A Seamless On-Site Experience
Kencana Group's brand promise extends to the event day. We developed a dedicated Check-in Portal that leverages react-qr-scanner for instant QR code scanning. For contingencies, a high-speed manual lookup provides a reliable backup, ensuring a swift and professional welcome for every guest.
The new platform transformed Kencana Group's internal operations, moving them from manual inefficiency to streamlined, digital precision. The impact was immediate and measurable:
Mastering Complexity: The Multi-Organization Architecture
Kencana Group's key business challenge was managing a diverse portfolio of brands—each with its own team and operational focus—without diluting brand identity or compromising security. This feature directly addresses that by allowing Kencana's leadership to scale, adding new divisions like Meridian Corporate Events or Kalā Works as needed. It provides complete operational autonomy for each division while giving leadership a holistic view of the entire business. To achieve this, we engineered a true multi-tenant architecture, underpinned by a sophisticated Role-Based Access Control (RBAC) system. This ensures every piece of data, from event details to attendee lists, is logically separated and secured for its respective brand, guaranteeing absolute data integrity and isolation across the group.
The Event Workbench
The Event Workbench is the operational heart of the platform, designed to maximize the efficiency of Kencana Group’s highly-skilled event managers. By replacing traditional data tables with an elegant grid of visual event cards, it allows managers to assess the status of their entire event portfolio at a glance. Key business metrics like Tickets Sold vs. Capacity are presented directly on each card, transforming data into instant, actionable insights. The responsive interface eliminates page reloads for a fluid, desktop-like experience. Data is fetched asynchronously from a highly optimized API, allowing for instantaneous searching and filtering directly within the user’s browser.
Precision by Design: The Seating Architect
The Seating Architect is Kencana Group’s proprietary “killer feature” and a significant competitive advantage. It directly solves one of the highest-stakes problems in corporate events: flawless VIP and tiered seating assignments. By providing an intuitive, visual tool, it completely eliminates the risk of human error from spreadsheets, which is critical when dealing with high-profile guests. Recognizing that no off-the-shelf solution offered this precision, the module was custom-built.
The seat management engine is designed to handle large-scale floor plans with hundreds or even thousands of seats without performance degradation. On the backend, an optimized processing layer manages real-time seat state transitions — including active, inactive, reserved, and blocked statuses — through a structured data model and in-memory caching. The system leverages event-driven updates and asynchronous data validation to ensure every seat interaction is processed instantly and consistently, providing both reliability and scalability for complex seating scenarios.
On-Site Check-in & The Guest Ticket
Kencana Group’s brand promise extends all the way to the venue entrance, ensuring a frictionless and professional welcome. This is a two-part process. First, on the backend, a confirmed booking triggers an automated service that uses headless browser technology to render a branded HTML template into a high-quality PDF e-ticket. This ticket, containing a secure, dynamically generated QR code, is then delivered through integration with enterprise-grade email and messaging APIs. Second, on-site, the Check-in Portal directly leverages the device’s camera via browser APIs to read the code, which is then validated against the central database in real-time, completing a seamless and secure end-to-end check-in loop.
To ensure data integrity during high-volume transactions, the booking workflow incorporates a real-time concurrency handler designed to prevent race conditions. This system employs atomic database operations and transactional locks to guarantee that seat and ticket allocations remain consistent even when multiple users attempt to book simultaneously. Real-time event streams, powered by WebSocket-based handlers, propagate state changes instantly across all connected clients, ensuring every participant—from backend services to on-site check-in terminals—operates on synchronized, up-to-the-millisecond data.
