:Puls. Custom Hybrid Event Management Software – from Guest Lists to Logistics

About Project
Imagine how difficult it is to coordinate a group of just ten people. Now, multiply that by ten.
For over a decade, our client, Upjet, has organized MICE (Meetings, Incentives, Conferences, and Exhibitions) events for banks, medical institutions, and large enterprises with hundreds of employees. These companies often have multiple regional offices and dozens of departments, each of which requires a personalized program.
Upjet managers used to handle all of this manually: planning transfers and flights, booking hotels, and keeping passport data error-free. They juggled files, spreadsheets, emails, and messenger threads. The process was time-consuming and prone to mistakes.
That's when the idea for :Puls was born. It is event automation software that serves as a centralized hub where managers can oversee every detail of a project, including participants, tickets, and logistics.
Goals and Solution
We solved several key challenges while providing custom software development services:
- Built an internal interface for employees – a system for managing every stage of organizing a MICE event.
- Organized an admin panel for managing a database of hotels, venues, and contractors.
- Released a separate app for event attendees, giving them access to up-to-date event details and real-time program updates.
Together, these components formed a full-fledged digital ecosystem consisting of three interconnected products.

Travel planning app and website with fully automated booking processes
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Our Approach
From the beginning, one thing was clear: Upjet operates in a niche that standard task trackers and CRM systems aren’t built for. Organizing MICE events is very different from traditional travel services. There are more variables and details, as well as constant program updates, which require fast reactions and precise tracking of every change.
Additionally, Upjet planned to offer :Puls as a client-facing solution. This meant that the product had to surpass any off-the-shelf system in terms of features and flexibility. The client was looking for a company that provides custom software development services.
That’s why we built the system from scratch, designing a flexible architecture capable of handling dozens of variables and dynamic scenarios. In a project like this, simply "following the spec" wouldn't work. Instead, we collaborated closely with the client, refining solutions together, adapting to change, and continuously evolving the business logic. This made the certain event automation software effective for the Upjet team and their customers.
Key achievements
Now :Puls is a powerful workspace built around a series of complex data tables. Through this interface, managers guide every stage of an event — from adding participants to coordinating transfers and sending real-time program updates. Any change to an individual’s travel route affects the entire project and is immediately reflected in the manager’s dashboard.
6
interactive tables for real-time event management
300
unique API requests processed concurrently
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How We Met Upjet
We were introduced to Upjet by business analyst Alexander Bovtrukevich, with whom we’d previously collaborated on projects for Reso and CarExpo. He was the one who drafted the initial product requirements.
At first, :Puls was conceived as an internal tool to help Upjet manage event logistics more efficiently. However, as the project evolved, the company recognized a greater opportunity: developing it into a comprehensive product to offer clients as part of their service model.
Learn more about partnership options with our team
The Essence of the Project
The biggest advantage of platforms like :Puls is process automation. The system reduces manual work by delegating certain tasks to participants, such as filling in passport information or selecting hotel rooms. As a result, Upjet managers and their clients operate within the same ecosystem, making the company's services more efficient and attractive than those of its competitors.
Development Process
Here’s how we overcame the challenges we faced and met the client’s expectations.

Choosing Tech Stack
Since :Puls is centered around data-heavy tables and forms with standard CRUD operations, we chose Laravel as the backend framework. This allowed us to quickly implement core functionality while focusing on business logic rather than technical overhead.
For the frontend, we chose React, which gave us the flexibility to build a responsive and intuitive UI and made it easier to manage and visualize complex user workflows.
Design
Even in the early stages of documentation and prototyping, it was clear that the system would be complex and multi-layered. It would have a wide variety of recurring interface elements, states, and sections. To create a consistent and organized UI, we developed a dedicated design system containing a component library with standardized states and variations for key interface elements.
This system is used across all products, including the manager interface, the client-facing UI, and the attendee's mobile app. It also made future updates and iterations much easier to manage.
Design System Structure
Below is a breakdown of what the :Puls component library includes.

Level 1: Atoms

Level 2: Molecules

Level 3: Organisms

Change Logs
Desing System Benefits
Creating a shared component library simplified product development and sped up functional updates.
Design Team
Faster updates to layouts – changes made to a parent component are automatically applied across all child components, which accelerates the design process and even allows some layouts to be built in real time.
Improved collaboration – when multiple designers work on the same product, the shared library ensures consistency across all screens.
Faster onboarding – new team members can skip lengthy setup and dive right into the project using existing tools and components.
For the Development Team
Development efficiency – no need to build components from scratch; everything needed is already defined in the design system.
Shared context – the entire process is fully synced with the design team.
Faster releases – interfaces come prepped and ready for development.
For the Client
Easier product support and scaling — if the client decides to further develop the product in-house, the design system provides a full set of reusable components and templates, making it simple to expand the system with new functionality.
Testing
Before the product release, we conducted manual testing on all core features, including project creation, participant management, and document workflows.
To ensure long-term stability, we then covered key user flows and system modules with automated tests. These included:
- User registration and login.
- Project creation and data entry.
- Participant registration and management.
- Basic participant actions (verification, removal, and status updates).
- Invite link generation and participant assignment.
- Document uploads and profile management (passport, visa, insurance, loyalty cards, etc.).
The tests validate:
- Response status codes for every operation.
- Full CRUD functionality in user profile sections.
- Search functionality (by country, city, vendor, company, etc.).
- Dropdowns, selectors, calendars, and date inputs.
- Proper data persistence via response body validation.
Each automated test includes detailed logging, showing successful executions and clearly indicating the cause of any failure. This makes debugging and maintenance much easier.
:Puls was also field-tested in a real-life scenario when the Upjet team used it to organize their internal corporate event. Their feedback from this experience was added to the product backlog and will influence future development sprints.
For now, the product is ready for use in commercial projects.
Read more about why testing matters in product development right here


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Core Functionality
Let’s take a look at how :Puls works from the perspective of both managers and participants.
Project Creation
When organizing a new MICE event in :Puls, an Upjet manager creates a separate project in the system, specifying the format, location, and event dates. Next, they add participants from different business units of the client company. Each participant receives an invitation from the organizers and downloads the :Puls app. All essential event materials and financial documents are stored in the “Files” and “Estimates” sections.
We explained how user authorization is organized in this article

Participant Statuses
Once the manager finalizes the list of participants, they mark those who will definitely attend the event. A “Not attending” status is available for those who declined for various reasons. Some participants can also be assigned VIP status.

Attendee's App
Once added to the project, participants can view the event agenda, accommodation details, presentations, and other relevant materials. Participants are also required to enter their passport details so the team can purchase tickets, book a hotel, and provide information about existing visas and insurance, if needed.


Looking to automate your event or project workflows? Let’s discuss your project concept!
Max B. CEO
Event Organization
Now, let’s explore how the Upjet team manages every stage of the event through the staff interface.
Flights & Travel
The most complex part of planning is organizing air travel. Participants of a single event may depart from different cities and countries, and their participation dates may vary based on their business unit or location.
Selecting Travel Routes

Ticket Management

Participation timeframes
We also added the ability to track participation intervals — the number of days each participant will actually be present at the event. This feature allows for accurate travel planning, avoids unnecessary expenses, and provides full visibility into each individual's logistics.

Accommodation
In this section, the manager can select a hotel from the reference database, add a new hotel, or attach a check-in guide for participants. The system accounts for attendees arriving and leaving at different times, so their length of stay may not match the event's full duration. To avoid booking errors, we implemented visual aids and automatic arrival/departure time calculations.

Rooming
The system also supports room quotas, types, and roommate preferences: Participants can choose their own roommates or indicate who they would like to share a room with. All of this information is displayed on the manager’s dashboard, so there is no need to verify everything manually.


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Logistics
We implemented four types of movements to coordinate transfers: from home to the event, between transit points, from the hotel, and between locations within the city. The manager selects the necessary routes and providers, and after clicking the "Assign" button, the system automatically organizes the logistics based on accommodation data, travel routes, and participation dates. For example, there is a transfer from the hotel to a restaurant. All of this information is compiled into a summary table that adjusts according to real-time attendance data.

Data Export
Once all the details are finalized with participants and organizers, the manager can export the data in Excel format. For example, they can download a list of tickets and send it to the airline or hotel for booking and payment. Each vendor has its own export template, eliminating manual entry and making the process faster and more accurate.


Admin Panel on Admiral
We used our own product, Admiral, a front-end framework for creating admin panels with React, to build the admin panel, which is designed for managing user accounts and project-related lists (cities, countries, carriers, airports, etc.). Admiral includes a wide range of pre-built components and tools that simplify and speed up the development of back-office interfaces.
Read more use cases on how to implement Admiral to your projects

Team









Timelines
12+
months
The discovery phase and prototyping took about 3-4 weeks.
The first working version of :Puls was delivered seven to eight months after the project began. Then, we spent another two months refining features and testing core functionality of this custom software development solution.
Used technologies
Frontend. React, Next.js, React Native
Backend. Laravel
Databases. Redis, PostgreSQL
CI/CD. Kubernetes, Docker
QA. Python for automated testing
How to Scale the Product
Here are a few ideas for improving and expanding :Puls to make event organization even smoother.
Offline activation
Analytics Collection
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FAQ
Relevant experience in your industry or with similar tech stacks
- A transparent process with clear communication and milestones;
- Strong product management and UX capabilities;
- The ability to scale and support long-term growth;
- Client testimonials or case studies reflecting your type of challenge.