Platform · Software · Mobile · Automation · Data
A digital platform for running a physical venue end to end.
A modular platform that brings users, visits, reservations, digital cards, loyalty, staff, stock, administration and business analytics into one place.
User registration, visits, reservations, memberships, account credit, staff, stock, administration and analytics.
Overview
- Client / product
- Smart Venue Platform
- Epix role
- Product design, development and ownership
- Project type
- Business platform
The project
Smart Venue Platform grew out of a simple problem: a physical venue runs on dozens of daily processes, most of them still handled by paper, spreadsheets or disconnected tools.
Instead of separate programs, the system combines user management, visitor registration, visit tracking, reservations, memberships, digital cards, account credit, loyalty, staff, stock and business analytics.
The visitor journey can start with a QR sign-up, continue through visit management and automated notifications, and end with visit history, digital benefits and analytics.
On the other side, the admin system gives staff one view of users, visits, notes, revenue, inventory and other operational data.
The platform is modular, so it adapts to different venue types and business models.
What the project covered
- QR registration and user management
- visitor management and visit tracking
- reservations, memberships and digital cards
- account credit, loyalty and automated notifications
- administration, staff and scheduling
- stock, revenue and business analytics
- multi-location architecture
Where it fits
- leisure and entertainment centres
- family centres and visitor attractions
- membership-based businesses
- multi-location operators
Capabilities
What this project proves
Epix can build an entire operating system for a business - not just a single application.
Our role
Smart Venue Platform is an Epix product: the concept, the engineering, the infrastructure, the maintenance and the continued development are ours. The platform is in daily use, which means we are accountable for it at the busiest hours too.
What kind of venues it is built for
The platform is built for places people come to and where entry has to be managed: play centres and entertainment spaces, gaming venues, gyms and wellness centres, clubs, and any similar space where a visitor checks in, stays for a while and pays for something.
Such a venue typically runs several separate tools: one for entry, another for the till, a third for staff rotas, a fourth for loyalty and a fifth for messaging. Smart Venue is built so that this is not five systems but one - and a value is entered once.
What the platform covers
Visitors and entry
Check-in on arrival, a real-time record of who is present, visit duration, and automatic closing of visits at the end of trading hours.
Consents and signatures
Electronic registration and signature at the first visit, stored so it can still be found years later.
Payments and stored credit
Billing by time or by service, stored credit, vouchers, digital cards and a loyalty programme.
Staff
Shift scheduling, availability, shift check-in with exception handling, and a record of hours worked.
Stock and till
On-site sales, stock, cash handover and records that can be exported.
Business overview
Revenue by hour and day, footfall, labour cost against revenue, and alerts on deviations.
The modules are separate, so a venue does not have to take everything at once - entry and records can come first and the rest later.
Connecting to other systems
The platform does not live on its own. Notifications go by SMS and push, guests receive email, the calendar has to stay in step with an external one, and revenue data has to reach the accountants. Each of those links is something staff on site must not have to do by hand.
- SMS and push notifications to visitors and staff
- email notifications and campaigns to members
- synchronisation with an external calendar
- data export for accounting and reporting
- several devices at once: counter, tablet, kiosk and phone
- several locations under one view
What the system knows about visitors
Because every visit is recorded, a first-time visitor can be told apart from a regular and from someone who has not been seen for a month. That is not a year-end statistic - it is the basis for a message going out today.
- new visitors and first visits
- regulars and visit frequency
- visitors who have not returned for a while
- anniversaries and birthdays
- messaging based on actual visits rather than a list
What daily use proved to matter most
In a venue with a queue at the counter at peak times, there is no room for a system that stops. Staff are not technical, the visitor is waiting, and if an entry is lost, so is data nobody can reconstruct later.
So most of the work went into what the user never sees: that entered data is not lost, even when a device drops its connection, updates mid-shift or is closed mid-entry.
- working offline, with reconciliation afterwards
- updates that do not interrupt work at the counter
- once entered, data is never overwritten by an empty value
- an interface new staff use without training
- nightly backups and the ability to restore
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