Delegate ID & PIN
Sign-in with a Delegate ID and Access PIN from the nomination letter, with OTP as a fallback for anyone who prefers it.
Illustrative scenario · Government & defence workshops
How we would run a four-day government workshop with delegate IDs and offline access
An illustrative plan, not a workshop we have run: how Sociana would run a four-day government workshop for 350 delegates from central and state departments. Delegates sign in with a Delegate ID and PIN issued by the nodal office, find their hotel, cab and liaison officer, and keep the protocol guide, emergency contacts and a phrasebook working when the signal drops. Every help request is tracked until it closes.
Illustrative scenarioA state capital: one convention hall and four hotelsFour days, including a field visit350 delegates, 40 liaison officers, 25 speakersGovernment & defence workshops
Hero screens: Real screen from SAREX-26: Login, Delegate ID and Access PIN · Real screen from GCOO Conclave 2026: My Journey, arrival and departure details · Real screen from SAREX-26: SOS, help categories.
The brief
A central ministry hosts a four-day national workshop with state departments. Delegates are officers who may not want a personal number used for sign-in, and some travel with a staff officer. Each has a liaison officer, a hotel and a cab. Day three is a field visit two hours out of the city, where mobile data is unreliable. The nodal office answers to senior officials for every complaint, so help has to be traceable.
The plan issues credentials instead of asking for phone numbers: the nodal office generates a Delegate ID and PIN for each officer and shares them in the official letter. The app opens on what a delegate needs first, which is stay, journey, liaison officer and help, and only then the agenda. Screens likely to be needed in the field are opened once before the visit, so they still show when the bus loses signal.
Modules
What we would switch on, and why
Each module exists in the platform today. Where a public screen exists, it comes from another Sociana app and is captioned with that app's name.
My Stay
Hotel, room, cab and the liaison officer's name and number on each delegate's card, updated by the hospitality cell.
Help desk & SOS
SOS categories that raise a ticket or call the liaison officer, and a phrasebook with audio that works without a signal.
Info pages & FAQs
The protocol guide and the field-visit brief as documents that stay readable offline once opened.
Agenda
Four days of sessions with the hall, the chair and the speaker, and the field-visit timings on day three.
Groups
Groups for delegates, liaison officers and dignitaries, so a liaison officer sees their delegates and the officers' notices.
Concept, not a screenshot
Liaison officer view
- Your delegates: 9
- 2 open help requests
- Cab for Hotel 2 leaves at 8:15 am
QR attendance
Session scans for the attendance record the ministry asks for, and a boarding scan for the field-visit buses.
Feedback
A short rating form at the end of each day and for the workshop as a whole.
Announcements
Bus timings and venue changes sent by group, written the night before and edited up to the send time.
Run plan
Day by day
Six to one weeks before
Credentials and arrangements
- The nodal office shares nominations; Delegate IDs and PINs are created in time for the letters.
- Hospitality cell enters hotels, cabs and liaison officers; delegates see them once signed in.
- Liaison officers trained on their view and on closing help tickets.
Day 1 · arrivals and inauguration
Received, housed, seated
- Liaison officers meet delegates at the airport and station with the arrangement already on both phones.
- Inauguration scan-in; dignitary profiles go live after the ceremony.
Day 2 · technical sessions
Sessions and help
- Session scans for the record; help tickets tracked to closure by the nodal office.
Day 3 · field visit
When the signal drops
- A push the evening before asks delegates to open the field brief and the protocol guide.
- Boarding scans at the bus; the emergency hub and phrasebook work without data.
Day 4 · valedictory
Close and report
- Feedback forms open after the last session; departures confirmed by cab.
- Attendance, feedback and help-ticket logs exported for the ministry.
Team
Who would do what
| Role | People | What they do |
|---|---|---|
| Delivery lead | 1 | Single point of contact for the nodal officer. |
| Credentials and hospitality data | 1 | Delegate IDs, PINs, hotels, cabs and liaison mapping. |
| On-site team | 1–2 | Help desk at the hall and support for liaison officers for four days. |
| Liaison officers | 40 (ministry's) | Use their own view to look after their delegates. |
Timeline
From order to wrap-up
- Eight weeks outOrder against a PO; credential format agreed.
- Six weeks outApp live; nominations start arriving.
- Three weeks outDelegate IDs issued with the letters.
- One week outArrangements complete; liaison officers trained.
- Week afterLogs and exports handed to the nodal office.
For the organiser
What your team would see
Every request until closed
Help tickets with category, delegate, owner and status, so nothing is lost between shifts.
Arrangements by delegate
Hotel, cab and liaison officer per delegate, with gaps listed at the top.
Attendance for the record
Session-wise scan-ins and the field-visit boarding list.
Risks
What could go wrong, and how we would handle it
A delegate loses the PIN.
The help desk verifies identity and reissues it, or the delegate uses OTP.
No mobile data on the field visit.
Field screens opened the night before stay readable; call buttons work on a normal network.
Late nominations and substitutions.
New credentials issued the same day; the replaced delegate's access is removed.
Sensitive information on phones.
Content is scoped by group, and sign-in is limited to issued credentials.
Price band
₹2,16,000 to ₹2,91,000 + GST
Built from the public price list on the Event & Hospitality package. Your quote would be itemised against the same lines.
| Line | Low | High |
|---|---|---|
| Event & Hospitality packageup to 500 people | ₹1,40,000 | ₹1,40,000 |
| Remote ops desk for 2 more event daystwo event days are included; ₹8,000 per extra day | ₹16,000 | ₹16,000 |
| On-site Sociana team, 1–2 people for 4 days₹15,000 per person per day | ₹60,000 | ₹1,20,000 |
| Content in one more language (optional)per extra language; the app interface stays in English | ₹0 | ₹15,000 |
| Band | ₹2,16,000 | ₹2,91,000 |
Billed on actuals, outside the band
- WhatsApp utility messages at ₹0.25 each and marketing messages at ₹1.1 each, on actuals
- Travel, food and stay for any on-site Sociana staff
Notes
- Government orders are usually invoiced 30% at go-live and 70% on accepted completion, against a PO.
- All figures are list prices in rupees, exclusive of 18% GST.
- Price list valid until 31 Mar 2027; your quote is itemised against the same list within one working day.
Not in this plan
- The app is not a full offline mode: screens show what was last loaded, while the phrasebook, opened documents and call buttons work without data.
- SOS raises a help ticket or a call; it is not an emergency dispatch service.
- No single sign-on with government identity systems.
Real events
Where these modules have already run
Customer stories from events we did run, which used the modules this plan relies on.
Questions
About this scenario
Has Sociana run this workshop?
No; this is an illustrative plan. Delegate ID login, the SOS hub and the offline phrasebook ran at SAREX-26 for the Indian Coast Guard in Bhubaneswar, and those screens appear here with captions.
What exactly works offline?
Most screens show what was last loaded. The phrasebook, documents already opened, the emergency hub and call buttons work without data. New content needs a connection.
Why Delegate IDs instead of phone numbers?
Officers may not want a personal number used, and the nodal office controls who gets in. OTP stays available for anyone who prefers it.
Planning something like this?
Send us your date, city and headcount. We will turn this plan into yours, with an itemised quote within one working day.