rentiT EES – Event Entry System for On-Site Access Control and Badge Printing

rentiT EES – Event Entry System is rentiT’s proprietary, modular solution for on-site access control, guest management and badge printing. At events and in other controlled-access environments, a single software platform manages guest data, identification, access rights, entry and exit, badge issuance, on-site activities, statistics and related system integrations.

EES is under active development and is available both as part of a fully managed rentiT service and as a stand-alone licensed system. It can be used in a web browser, as an installable progressive web application, and through dedicated iOS and Android applications. The native mobile applications support on-site entry and exit without an internet connection and synchronise the data once connectivity is restored.

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rentiT EES at a Glance

EES serves as the digital hub for on-site guest arrival and access management. The system operates with data fields, access rights, identification methods, operator roles, on-site endpoints and integrations configured to the requirements of the event or access management assignment.

rentiT has traditionally provided both complete system preparation and on-site operation. EES is also available under a stand-alone licence for client-side management. Training, a support portal, telephone assistance and, where a suitable internet connection is available, remote support can be provided with this model.

What Challenge Does EES Address?

On-site access control can easily become fragmented when guest lists, pre-registration, access rights, badges, activity data and reports are managed in separate systems. This can slow down arrivals, increase the need for manual reconciliation and make it more difficult to monitor the actual on-site status.

EES brings these tasks together within a unified operational environment configured for the event or project. Operators can identify guests in several ways, verify access rights, record entry and exit, issue the appropriate badge or wristband, and transfer event data to other systems or reporting tools.

The result is more consistent on-site operation, a more transparent access process and a structured dataset that remains available for processing after the event or operational assignment.

Who Is EES Designed For, and in Which Situations?

EES is primarily designed for organisations and service providers that manage large numbers of guests, different access rights, multiple entry points or complex on-site data flows.

Primary User Groups

event organisers and event agencies;
corporate event hosts;
conference, congress and exhibition organisers;
event venues and festival organisers;
security and hostess service providers;
sports facilities, theatres and museums;
factories, construction sites and companies managing temporary access;
government institutions and ministries.

Typical Use Cases

fast on-site arrival processing for pre-registered guests;
on-site registration of new participants;
verification of access rights for VIP areas, breakout rooms, catering zones or other restricted areas;
events operating across multiple gates or entry points;
on-site issuance of badges, cards or wristbands;
access control without an internet connection or with limited network availability;
independent guest and badge management by multiple partners or groups;
linking visitor activities, exhibition stand visits, points collection or lead capture with check-in;
temporary on-site access management at factories, construction sites or institutional facilities.

How Does EES Fit into the On-Site Process?

Preparation and Configuration

The project begins by defining the event, venue, guest groups, entry points, data fields, access rights, identification methods, badges and integrations. The EES configuration is then aligned with these operational requirements.

Data Transfer and Partner Management

Guest data can be provided through a prepared data file, the RBP platform or an agreed external system integration. For projects involving multiple partners or groups, designated operators can independently manage the data, photographs and badges of their own group.

On-Site Identification and Access Control

The operator or self-service endpoint identifies the guest, EES verifies the access rights assigned to the relevant entry point, and the system records the entry or exit. Depending on the configuration, identification can be followed by the on-site issuance of a badge, card or wristband.

On-Site Activities and Integrations

Within a project, check-in status and additional event data can be connected to an event application, visitor tracking, points collection, prize draws or other client-side systems.

Statistics and Follow-Up

Entry and related event data can be monitored through statistical views and exported for further processing. The precise reporting and export content is aligned with the project’s data model and access rights.

Modules and Core Functions

Guest, Partner and Group Management

Configurable guest data: the data fields and display rules required for the event or assignment can be configured.
Guest list and search: operators can search by name or other authorised data.
Import and system connectivity: guest data can be supplied through a data file or an integrated external system.
On-site data management: new guests can be added, and existing data can be amended by authorised users.
Partner and group management: for larger projects, designated partner operators can manage the participants in their own group through a shared interface.

Check-In, Entry and Exit

Identification by name and guest data: this can also be used when the guest does not have an access code.
QR code and barcode identification: a camera or connected reader supports fast on-site verification.
NFC: compatible mobile devices can use their integrated NFC reader.
RFID: the system can be connected to external RFID reading and writing devices.
Entry and exit status: the system records on-site movement and applies the rules governing re-entry.
Multiple gates and entry points: different points within the event or venue can operate under separate rules.

Access Rights Management

EES verifies access based on the data assigned to the guest, event and entry point. Separate access rights can be configured for VIP areas, breakout rooms, catering zones, specific programmes or other restricted areas.

Badge, Card and Wristband Management

On-site personalisation: guest data can be added to a pre-produced badge or card at the venue.
Complete on-site production: with the appropriate configuration, the complete badge or wristband is produced during registration.
Custom formats: badge dimensions, content, visual design and production workflow can be tailored to the project.
Multiple printing environments: EES can be integrated with different on-site printing solutions.
Reprinting and copy control: authorised operators can reprint identifiers in accordance with the project rules.

RBP – rentiT Badge Design and Management Platform

RBP is a client-manageable badge design and participant management platform connected to EES. It is particularly beneficial for larger events where several partners, organisations or groups register participants.

Designated operators can manage their own group as a whole, upload and maintain the required participant data and photographs, and prepare badge content. This enables the central organiser to provide a consistent system without requiring its own team to handle every partner’s day-to-day data management tasks.

Self Check-In and On-Site Endpoints

EES is not tied to a single device type. Staff-operated, self-service and physical access control endpoints can all be connected to the same project.

browser-based check-in on a laptop or desktop computer;
PWA-based use on compatible iOS and Android devices;
iOS and Android applications with streamlined on-site functionality;
check-in using mobile phones and tablets;
the regiPod ultracompact check-in and badge printing station;
floor-standing self check-in kiosks;
turnstile-based event access control;
people counters and related on-site endpoints.

Integration with Existing Turnstile Systems

EES can also be connected to a turnstile access control system already operating at the venue, provided that the existing system offers the required technical interface and access. This allows the guest management, identification and access rights functions of EES to operate with the existing physical access infrastructure, without requiring its replacement. The precise integration method and functionality are defined through a preliminary technical assessment and project planning process.

On-Site Activities and Additional Modules

Beyond access control, EES supports additional on-site processes that can be activated on a project-by-project basis:

exhibition stand visits and visitor activity tracking;
coupon management;
lead capture;
points collection and gamification;
queue number issuance;
prize draws;
seating and seating plan management;
personalised welcome screens;
integration with the rentiT RCA voting and general meeting platform.

Statistics and Export

EES logs entry and related on-site events. Authorised operators can use statistical views and exports to process data relating to attendance, entry points, guest groups and activated modules.

Documented API and Integrations

EES has a documented API. The API documentation is available upon request to authorised parties participating in the project; it is not published through a public developer portal.

EES can be connected to systems and solutions including:

the rentiT REM event application;
external registration and ticketing systems;
visitor tracking and visitor analytics;
gamification and points collection solutions;
prize draw systems;
client-side business and event systems;
rentiT on-site access control endpoints.

The specific data connection, synchronisation, authentication and transferred dataset are defined in accordance with the technical and data protection requirements of each integration.

Ticketing System Integration

With an appropriate integration, tickets sold through an external, third-party ticketing system can be transferred automatically to EES. This makes the ticket identifiers and agreed participant data required for on-site access control available within the access management system. EES can also be connected to rentiT’s own ticketing solutions.

The transferred dataset, data update method, ticket status handling and access rights are defined according to the capabilities of the relevant ticketing system and the project’s technical and data protection requirements.

Platforms and Offline Operation

Browser and PWA Access

EES can be used through a web browser on laptops and desktop computers. The on-site operator interface can also be installed as a progressive web application on compatible iOS and Android devices, providing an application-style, full-screen operating environment.

iOS and Android Applications

The dedicated iOS and Android applications provide streamlined functionality optimised for on-site tasks. The Android version can be installed in APK format.

The native applications support entry and exit without an internet connection. Locally recorded data is synchronised with the central system once connectivity is restored.

On-Site Server without an Internet Connection

By default, EES operates in rentiT’s own cloud environment. For projects where an internet connection is not permitted or cannot be used, a fully isolated environment can be established with an on-site server.

This operating model is particularly relevant to banks, government bodies and other institutions with strict network requirements. The conditions governing the on-site infrastructure, data transfer and post-event processing are documented in a separate project plan in each case.

User Roles

Organiser or Client Administrator

management of project data, guest groups, access rights, reports and user access

Partner or Group Manager

management of participants, data, photographs and badges for the manager’s own group in RBP

Hostess or Access Control Operator

guest search, identification, entry and exit, on-site data amendments and badge issuance

Self-Service Participant

self check-in and badge or wristband issuance according to the applicable configuration

rentiT Technician

configuration, installation, supervision, support and on-site operation

Roles and access rights can be configured for each project. Every user can access only the functions and data required for their responsibilities.

Customisation

EES does not impose a single fixed event process on a project. The system can be adapted to the client’s operations in the following areas:

data fields, guest categories and groups;
identification and access methods;
gates, areas and access rules;
branding, badge templates and on-site screens;
active modules and operator roles;
statistics and exports;
languages and localisation;
external systems and API integrations;
bespoke developments.

The operator interface is available in Hungarian and English, while additional language versions can be prepared according to project requirements. The system can also be localised for right-to-left languages, including Arabic.

Data Processing, Access and Backups

In the typical service model, the client acts as the data controller and rentiT acts as the data processor. The precise roles, purposes, datasets and retention periods are defined in the contractual and data protection documentation for each project.

EES can be operated in an EU-based server environment located in Budapest. Data retention periods can be configured according to the client’s requirements and the project conditions. The system’s current operating model applies rolling incremental backups covering the preceding month; data that has passed beyond the backup cycle cannot be restored.

Access is governed by roles and permissions, and the system logs material operations. Encryption, backup and recovery conditions are defined in the technical documentation for the relevant operating environment and project.

Implementation, Operation and Support

EES can be implemented as a rentiT-managed service or as a stand-alone licensed system.

rentiT-Managed Service

Depending on the project requirements, rentiT provides requirements assessment, configuration, integration, device preparation, testing, on-site installation and complete technical operation. On-site support can also be delivered by English-speaking technicians.

Client-Side Operation and Stand-Alone Licence

EES is also available under a stand-alone licence for operation by the client’s own users and technical team. Implementation can include training, access to a support portal and telephone support. Where a suitable internet connection is available, remote technical assistance can also be provided.

The precise modules, infrastructure, licensing and support terms for stand-alone operation are defined during the project consultation.

Benefits and Client Outcomes

Multiple Identification Methods within One System

the on-site team can use the method best suited to the guest’s circumstances
fewer separate devices and less manual reconciliation

Configurable Access Rights

different guest groups and areas can be managed within the same system
a more transparent access process

Integrated Check-In and Badge Issuance

identification and production of the physical identifier form part of the same process
more consistent on-site operation

Offline Mobile Access Control

entry and exit can continue during a network outage
reduced operational dependence on network availability

RBP Partner and Group Management

partners can independently manage their own participants
reduced data management workload for the central organiser

Documented API

EES can be connected to the project’s other systems
more consistent event and business data flows

rentiT-Managed Operation or Stand-Alone Licence

the client can select the model best aligned with its own resources
more flexible implementation and allocation of responsibilities

Real-World Project Example: 2021 Papal Visit to Budapest

At events associated with the 2021 Papal Visit to Budapest, EES processed more than 100,000 recorded entries. More than 100 access control devices operated simultaneously within the on-site system.

The scale of the project demonstrated that EES can be used in on-site environments involving multiple entry points, a large number of devices and concentrated guest flows. rentiT also deployed the system at events associated with the 2023 Papal Visit to Budapest.

Development and Pilot Functions

EES is an actively developed product. Functions currently at prototype or pilot stage are not automatically included in every service or licensing arrangement.

Digital Badge

The digital badge is an innovative tool designed to open up new possibilities for interaction and networking. It currently complements printed badge management as a prototype.

Facial Recognition

Facial recognition is an identification option currently being tested as a pilot in controlled projects. Its use requires separate technical, legal and data protection planning and is permitted only for the purpose, dataset and retention conditions approved for the relevant project.

International Use

rentiT has used EES in European and Middle Eastern projects, including projects in Dubai, Oman and Saudi Arabia. The system has also been used in projects in Canada, the United States and the Far East.

Multilingual functionality, localisation and on-site support can be adapted on a project basis to the requirements of the relevant country, event and operating environment.

Why rentiT?

In-House Product Development

EES and the related rentiT products are developed by rentiT’s in-house product development team. Experience gained from the software, on-site devices and operational delivery feeds directly back into product development.

Software, Equipment and On-Site Operations in One System

rentiT provides more than software. Where required, it also coordinates the related access control endpoints, printing, logistics, technical personnel and complete on-site operation.

Managed Service or Independent Use

The client can choose a project managed by rentiT or stand-alone licensing with operation by its own team. The implementation model can be aligned with the organisation’s resources and allocation of responsibilities.

Large-Scale and International Experience

EES has been used in a project processing more than 100,000 recorded entries with over 100 devices operating simultaneously, as well as in European, Middle Eastern and overseas environments.

Conditions and Limitations

The feature sets of the PWA and native mobile applications differ; the native applications provide streamlined operation optimised for on-site tasks.
Offline mobile use covers entry and exit; complete administration and external system connections may require network connectivity.
Fully isolated operation with an on-site server requires separate infrastructure and project planning.
The digital badge is available as a prototype, while facial recognition is available as a pilot-stage function.

Frequently Asked Questions (FAQ)

What Is EES – Event Entry System?
- EES is rentiT’s proprietary, modular solution for on-site access control, guest management and badge printing. A single software platform manages guest data, identification, access rights, entry and exit, on-site identifier issuance, statistics and system integrations.
Is EES Available Only as a Service Operated by rentiT?
- No. EES is available both as part of a complete rentiT-managed service and as a stand-alone licensed system that can be managed by the client.
Which Devices Can Be Used with EES?
- EES can be used through a web browser on laptops and desktop computers, as an installable PWA on compatible iOS and Android devices, and through dedicated iOS and Android applications. The Android application can be installed in APK format.
Can EES Operate without an Internet Connection?
- Yes, in defined operating modes. The native applications support on-site entry and exit without an internet connection and synchronise the data once connectivity is restored. A fully isolated, on-site server environment can also be established for suitable projects.
How Can a Guest Be Identified?
- A guest can be identified by name or authorised guest data, QR code, barcode, NFC or RFID handled by an external device. Facial recognition is currently available as a pilot, subject to separate data protection and technical requirements.
Can EES Print Badges and Wristbands?
- Yes. EES can be configured to personalise pre-produced badges on site, produce complete badges, and manage card and wristband printing processes. The exact printing environment is determined by the project requirements.
What Is the Role of RBP?
- RBP – the rentiT Badge Design and Management Platform – enables the client and designated operators from participating project partners to independently manage the participant data, photographs and badges of their own groups.
Can EES Be Integrated with Other Systems?
- Yes. Through its documented API and project-specific data connections, EES can be integrated with registration, ticketing, event application, visitor tracking and other client-side systems. API documentation is available upon request to authorised project partners.
Can Tickets Sold through an External Ticketing System Be Imported into EES Automatically?
- Yes. With an appropriate integration, tickets, ticket identifiers and agreed participant data from a third-party ticketing system can be transferred automatically to EES for on-site verification and access control. The exact data fields and ticket status update method depend on the relevant ticketing system and project requirements. rentiT’s own ticketing solutions can also be connected to EES.
Can EES Be Connected to an Existing Turnstile System?
- Yes. If the turnstile system operating at the venue provides the required technical interface and access, it can be connected to EES. This allows the guest management, identification and access rights functions of EES to be used while retaining the existing physical infrastructure. Compatibility and the precise operating model are determined through a preliminary technical assessment.
What Support Is Available?
- rentiT can provide complete on-site technical operation, English-speaking technicians, training, access to a support portal, telephone assistance and, where a suitable network connection is available, remote support. The service level is aligned with the requirements of each project.
How Can a Stand-Alone EES Licence Be Arranged?
- The required modules, infrastructure, user roles, integrations, support and implementation tasks for a stand-alone licence are defined with rentiT during a project consultation.

Project Consultation and Stand-Alone Licensing

To determine the appropriate EES configuration, the consultation should cover the operating environment, expected number of guests or users, entry points, identification methods, offline operating requirements, badge or wristband requirements, integrations and the intended operating model.