Digital invitation: company open day with time slots

It's 11:40 on the morning of your company open day. A visitor stands at the glass door reading an A4 sheet taped to the inside: the words 'open day' and a start time. She wants to know which slot she is in. Reception doesn't know either, so someone walks her to the demo room and hopes for the best. A digital invitation for a company open day answers that question before she leaves home, and you can build one today from the catalogue.

Announcing the day was never the hard part. The hard part is everything a sheet of paper can't hold: who comes at ten, who comes at half twelve, how many chairs that means, and what happens when the demo moves to another bay the day before. Paper stays quiet about all of it. A link doesn't.

The sign on the gate can't answer the question everyone asks

A printed sheet is a flag, not a plan. It doesn't say whether you have to sign up, which entrance to use, or what time the plant tour actually starts. And if you move the demo from bay 2 to bay 1 at 11:00, the sheet at the door keeps lying while reception turns into a customer service desk nobody scheduled. The visitor who arrives at 12:40 because the times were fuzzy crosses the one who is already leaving. Same day, two different experiences.

• A slot with an exact time and a label for each audience: 10:00 families, 12:30 press, 17:00 clients.
• The meeting point and the route in order: reception, demo room, bay, exit.
• The maximum per slot and the name of the person who checks the confirmation list each morning.
• A name and mobile number for the day itself, at the top of that list.

Digital invitations with time slots, a map and a QR at the door

You write the slots yourself and each visitor reads them on the cover before confirming. The RSVP questions are yours to set: name, company, chosen slot, how many people are coming with you. Confirmations land inside the invitation in one ordered list, so nobody has to rebuild the guest list from the office group chat on the Friday afternoon.

The QR is a shortcut to the same link. Print it on the gate, paste it in the internal email, and it opens the invitation in the phone browser. No app to install. Be clear about the limits: the invitation doesn't lock slots on its own, so if you cap a slot at 45 people you count it from the list every morning. And it doesn't chase the people who haven't replied; that note three days out is still yours to send.

Change the time the day before and you don't resend anything. The link stays the same: whoever opens it at 9:00 sees the 9:00 version, not last week's. Move the tour from bay 2 to bay 1, add the map, change the dress code, and no second message goes out. If a few people want something to hold, print three or four copies for the entrance case or the director's desk. The invitation itself is digital: it doesn't print or post a thing.

A QR on the door and a list you can read at a glance: that's the whole day under control.

How to create digital invitations for a company open day

You already have the date and two slots, which is most of the work. Pick a design, try it free in test mode, then publish for 29,99 EUR as a one-off payment. Print the QR the same afternoon and keep the confirmation list on your phone. On the day, the door opens with a link and you read names instead of counting heads at the entrance.