VenueHQ
How it works

From a sticker on a kart to proof you can hand an auditor.

VenueHQ works for any venue. To keep it concrete, let’s pretend you run a go-kart track. Here’s a normal day: set up the checks, tag the kit, scan and sign on the floor, and every record is sealed as it’s signed.

Not a kart track?

Nothing in VenueHQ is built for karting. Your procedures, steps, assets and tags are all defined by you, so the same setup runs a climbing gym, a ropes course, a trampoline park or a tour boat. Swap “kart” for whatever you run and the rest of this page still holds.

01 — Set up

Write your procedures once.

Managers build each check in the VenueHQ portal: the opening track walk, the pre-session kart check, the incident report. Steps are grouped into sections, and each step asks for exactly what you need: a tick, a reading, a note or a photo.

  • Register your equipment (karts, helmets, barriers, the timing system) as assets.
  • Link each procedure to the assets it inspects.
  • Every change to a procedure is versioned, so a record always shows which version it followed.
app.venuehq.ai
Procedures / Opening track walk
Opening track walk v4
Section 1 · Track
TickBarriers & tyre walls secure
TickSurface clean, no oil or debris
Section 2 · Karts
AssetBrakes & throttle tested
PhotoPhoto of helmet rack
Section 3 · People
NumberStaff on shift
02 — Tag

Stick a QR code on anything you inspect.

We supply tag stickers in batches, and each batch belongs to your organisation from the moment it’s made. Peel one off, stick it on a kart, and assign it in the portal. Take a batch of a thousand and assign them as you get to each piece of kit.

  • Every sticker carries a short printed code as well as the QR, so staff can type it if a camera can’t read a scuffed label.
  • A tag can point at a piece of equipment, or straight at a procedure (“scan here to start the pit lane close-down”).
  • A sticker falls off? Assign a new one. The equipment’s history stays exactly as it was.
43EF6B6
Kart 14
7KQ2MXH
Pit lane · close-down
R9TWD4G
Not assigned yet
03 — Devices

Set up a tablet in one scan.

There’s nothing to download from an app store. A manager clicks Set up a device in the portal and a setup code appears on screen. Point the tablet’s camera at it and the staff app opens, already linked to your venue. Tap Add to Home Screen and it behaves like any other app.

  • Setup codes work once and expire after two minutes, so a photo of the screen is useless.
  • The manager picks how long the device stays enrolled: 7 days for a casual’s own phone, 30 for a shared tablet, 90 for a fixture that never leaves the venue.
  • Lost a tablet? Revoke it from the device list and it’s locked out on its next request.
Set up a device
Pit desk tablet · Shared tablet, 30 days
Expires in 1:48 · works once
Not signed Apex Indoor Karting
This device is set up

Registered as Pit desk tablet. You can scan tags and look things up straight away. You’ll be asked for your PIN when you start or sign off a job.

Continue
Illustration: the staff app confirming the device is set up
04 — Scan

Scan the tag and you’re on the right checklist.

On the floor, staff tap Scan a code and point the camera at a sticker. VenueHQ works out what the code is for and opens the right screen. A kart tag opens that kart, with its full inspection history. From there, one tap starts a new check: the kart’s own procedures are listed first, and the kart is already attached to the record. A tag on a procedure opens that checklist.

  • Works on iPhone and Android, in the browser or installed to the home screen.
  • Anyone on an enrolled device can scan and look things up. Nobody needs to sign in just to check when a kart was last inspected.
  • An unreadable or foreign code doesn’t stop the camera. The app says why and keeps scanning.
What happens when you scan →
Not signed Apex Indoor Karting
Scan a code

Scan the QR code on a printed label.

Cancel
Illustration: the staff app scanning a QR tag
05 — Sign

A PIN puts a real name on every record.

Each staff member has their own tile on the device and a 4 to 6 digit PIN they chose themselves. Nobody else can see it, not even their manager. Staff enter it when they start a job, and again the moment they sign it off.

  • That second PIN is deliberate. On a shared tablet, the person who finishes a check isn’t always the person who started it. The record carries the name of whoever actually signed.
  • The sign-off screen says exactly what’s being agreed to (“It will say Mia Park did this work”), so a mis-tapped name is obvious before it’s sealed.
  • Five wrong PINs lock that person out for 15 minutes. Ten minutes without a tap signs them out automatically.
Mia Park Apex Indoor Karting
Sign this record

It will say Mia Park did this work.

Not now
Illustration: signing a record with a PIN
06 — Proof

Sealed the moment it’s signed.

When a check is signed off, VenueHQ freezes what was recorded, who recorded it, when, and against which equipment, then chains it to the record before it. Change a single character afterwards and the chain no longer adds up.

  • Every asset keeps a full history: every inspection, every sign-off, back to day one.
  • Anyone can re-run the integrity checks on a record. The proof doesn’t depend on trusting us.
  • Export the lot for an insurer, auditor or regulator whenever they ask.
Mia Park Apex Indoor Karting
Kart 14
Pre-session kart check
Complete · signed by Mia Park · 07:58
  • Brakes & throttlePass
  • Tyres & seat beltPass
  • Last service12 Aug
✓Checksum matches
✓No gaps in the sequence
✓Stored copy matches
Illustration: a sealed pre-session check for a kart
Inside the scan

What happens between the camera and the checklist.

A QR sticker on a kart is out in public. Anyone can photograph it, cover it, or print a fake. So the scanner treats every code as untrusted until it has passed four checks.

  1. 01

    The camera reads the code

    Android and Chrome use the phone’s built-in barcode reader. iPhones use a decoder that ships with the app. Either way, the picture never leaves the device, only the text inside the code.

  2. 02

    Is it one of ours?

    VenueHQ only looks at the shape of the link inside the code. The web address it names is thrown away, and the app opens its own screen. A sticker pasted over ours that points at some other website can’t send your staff there.

    If not “Unrecognised code. The camera stays on.”
  3. 03

    Is the code intact?

    Every tag code is seven characters, and the last one is a check character. If a scuffed label is misread, or a single character is mistyped, the phone catches it before anything is looked up.

    If not “That tag code is invalid.”
  4. 04

    Does it belong to your venue?

    The code is looked up inside your organisation only. Another operator’s sticker behaves exactly like one that doesn’t exist, so there’s nothing to learn by scanning it.

    If not “That tag isn’t available in this organisation.”
  5. 05

    Open the right screen

    • Equipment tag Opens the asset: its details, every past inspection, and a button to start a new check with the asset already attached.
    • Procedure tag Opens that checklist, ready to fill in.
    • Unassigned tag “This tag isn’t assigned yet.” A manager assigns it from the portal, and it works from the next scan.

Ordinary camera? That works too. Every sticker holds a short web link as well as its code. On a phone that’s set up for your venue, the regular camera app opens the staff app straight to the same screen, and the same checks run on the way in.

1.07 bn
possible tag codes, so knowing one sticker tells you nothing about the one next to it.
2 min
lifetime of a device setup code, and it works exactly once.
0
tag codes inside a sealed record. Replace a sticker and every past record still verifies.

Want to see it scan your own equipment?

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