ScanPlz for
banquets and events

What does ScanPlz do for a banquet hall or event venue?

ScanPlz shows you the real headcount for every event, built for Nepal. The host shares one event link, and each guest joins with their own name and party size. At the door, your staff count who actually arrives, so the number you plan, cater and bill for is what really happened. Venue bookings, the kitchen and payments run in the same system.

Which everyday problems does it fix?

• Not knowing how many guests are really coming: each guest joins the event with their party size.
• Guessing the final number: staff count arrivals at the door and confirm the final headcount.
• Walk-ins and exceptions argued about later: every correction is recorded with a reason.
• Holding dates with no deposit: venue bookings take holds and deposits.

What do you get?

Guest passes

• The host shares one event link. ScanPlz never sends bulk invitations.
• Each guest joins with their own name, contact and party size.
• Joining guests receive only updates about that event, never marketing.
• Joining gives you a forecast. The door count tells you what really happened.

At the door

• Staff count arrivals against each pass's seats and admit walk-ins.
• Staff can let someone in anyway, with a reason. Every correction is recorded.
• The final headcount is confirmed by staff.

Venue bookings

• Book the whole venue, or a room, for dates, with rate plans.
• Holds and deposits, with bookings confirmed by staff.

Food and drinks

• QR menus on guests' phones, with no app and no sign-in. Prices can be hidden for all-inclusive packages.
• Kitchen tickets by station (kitchen, bar, cold section).
• Payments recorded by staff: cash, card, eSewa, Khalti, Fonepay, ConnectIPS, IME Pay or bank transfer. Bills can be split.

Feedback

• Feedback codes can cover the whole venue or one area. You get an urgent alert when a guest is unhappy.
• Happy guests can be sent on to your Google review page.

For you, the owner

• A daily summary every morning covering yesterday's sales, payment types, bookings and feedback, so you don't have to sign in and check the dashboard every day.
• Every report can be exported.
• Ready-made roles for staff, so each person sees only their own pages, and an activity log of what staff did.
• Voids and complimentary items need a reason and, for larger amounts, a manager's approval. Owner-only alerts flag voids, refunds or a cash difference.
• Stock per location, with low-stock alerts.

How is ScanPlz different?

1. The headcount is counted, not guessed. Party sizes come from the guests, and arrivals come from the door.
2. Your guests are left alone. There are no bulk invitations, and event guests receive only updates about that event, never marketing.
3. Bookings, kitchen and payments in one system. You don't need one tool for the hall and another for the food.
4. Built for Nepal. eSewa, Khalti, Fonepay, ConnectIPS and the other ways people actually pay are part of the product.
5. You pay for what you use. There's no flat monthly fee, the first Rs 500 of every month is free, and a month never costs more than Rs 2,000.

What does it cost?

The team confirms the rates for your business.

• New businesses: a 60-day free trial, with no limits.
• Staff accounts: Rs 25 per staff account a month. The owner's account is free.
• QR scans, orders and bookings: Rs 1 each. This is the maximum rate, and it can be adjusted.
• A booking is charged once, when it is confirmed or checked in. A hold that expires is never charged, and a booking's own order is not charged again as an order.
• Free every month: the first Rs 500 of your bill, covering everything. A month that comes to Rs 505 costs you Rs 5.
• Monthly cap: you never pay more than Rs 2,000 in a month, everything included.
• Included: all the features for banquets and events.
• Not in the current plan: IRD e-billing (VAT and PAN bills) and a website on your own domain. Both can be arranged on request.
• Paying us: one bill a month for what you used, or credit topped up in advance, by eSewa, Khalti, Fonepay or ConnectIPS. Your usage never stops you taking bookings or orders.

What do we need?

• Guests: their own phone. They need no app and no sign-in.
• The host: shares one event link with their guests.
• Staff: the ScanPlz admin app on any phone or tablet, at the door and in the hall.
• Kitchen: the kitchen screen, or thermal (ESC/POS) printers if you want printed tickets and receipts.

The ScanPlz team checks your current printers and sets up printing with you.

Who sets it up?

The ScanPlz team sets up your venue, halls and menus the first time, and sends you your QR codes ready to print. You invite your staff by email or phone.

Trying it costs nothing upfront. Signing up at admin.scanplz.com is free, and new businesses get a 60-day free trial with no limits.

We already use another system. Can we keep it?

Keep what works, and add what you're missing. Here is what ScanPlz does that you may not have today:

• One event link the host shares, with guests joining by name and party size
• A door count against each pass, with walk-ins admitted
• Every exception at the door recorded with a reason
• The final headcount confirmed by staff
• Event guests who receive only that event's updates, never marketing
• Venue bookings with holds and deposits
• Menus with hidden prices for packages
• Kitchen tickets split by station
• Feedback by area, and an urgent alert when a guest is unhappy
• A daily summary every morning, and owner-only alerts for voids, refunds and cash differences

Guest passes and the door count stand on their own, alongside your current system. You can try them on your next event and see the real headcount.

How does moving over work?

Start with one event. Use guest passes and the door count on one event before moving bookings and food.

Venue bookings already taken in your current system finish there. New bookings go into ScanPlz.

1. A 30-minute demo for your next event.
2. Sign up free. The ScanPlz team sets up your venue, halls and menus.
3. Run guest passes and the door count on one event.
4. Add venue bookings, menus and the kitchen.
5. Move the rest when you're ready.

Can we export our reports?

Yes. Every report can be exported. You also get a daily summary every morning, so you don't have to sign in and check the dashboard every day.

Past sales and records from your current system don't move into ScanPlz, so keep them where they are.

Does ScanPlz issue VAT and PAN bills?

IRD e-billing (VAT and PAN bills for the tax office) isn't in the current plan, and neither is a website on your own domain. Both can be arranged on request: tell us, and the team will talk it through with you.

What if the internet drops?

ScanPlz works online. If the connection drops for a while, staff screens reconnect and catch up on the orders and calls they missed. If your internet is unreliable, tell us and the team will look at your setup.

What doesn't ScanPlz do today?

We'd rather you hear this now than find out later:

• guests or hosts paying online (staff record payments today);
• sending invitations for the host (the host shares the event link themselves).

If one of these matters to you, tell us and we'll pass it to the team.

What happens to our data?

• Each business's data is kept separate, and staff see only what their role and branches allow.
• Staff accounts are protected: optional two-step sign-in, an email when someone signs in from a new device, accounts that lock after too many wrong passwords, and an activity log of what staff did.
• Event guests only receive updates about that event, and a guest's personal details can be erased on request.

For questions about hosting, contracts or a data agreement, the team will answer directly.

How do we see it working?

Book a 30-minute demo. We'll show you guest passes and the door count for your next event, by video call, Sunday to Friday between 10:00 and 16:30 Nepal time. Call 9805675588, write to [email protected], or chat with Kapi, our AI assistant, at kapi.scanplz.com. People from the ScanPlz team read every chat.

Or start on your own, free, at admin.scanplz.com.