UPCSA Fellowship of Women
16,000-Ticket Raffle Management System
From physical raffle books to digital verification, Awali Solutions developed an end-to-end solution connecting 16,000 printed raffle tickets with a custom management system, QR technology, Google Sheets integration and a new organisational website.
Project Overview
Awali Solutions partnered with the UPCSA Fellowship of Women to deliver a complete raffle campaign solution — combining physical ticket production, a custom digital management system, QR technology, Google Sheets integration and a new organisational website into one connected process.
www.upcsafow.orgProject Details
The Challenge
The UPCSA Fellowship of Women needed to manage a large physical raffle involving 16,000 tickets. Producing the raffle books was only one part of the challenge.
The organisation also needed a practical way to manage ticket distribution, identify where tickets were allocated, capture buyer information, monitor sales, verify ticket information and maintain centralised records throughout the campaign.
The challenge was to retain the simplicity of physical raffle tickets while introducing the visibility, accountability and reporting capabilities of a digital system.
"How do you design, print, distribute and keep track of 16,000 physical raffle tickets?"
Our Approach
Awali Solutions mapped the complete raffle journey before developing the solution. Instead of treating the website, raffle tickets, printing, QR code and tracking system as separate projects, we designed them to work together as one connected process.
From Design to Print
Awali Solutions designed the physical raffle tickets and raffle books and prepared them for production. The design needed to communicate the campaign clearly while also connecting the physical raffle experience with the organisation's digital process.
Awali Solutions also managed the printing and production of the raffle books, creating the physical foundation for the 16,000-ticket campaign.
Illustrative raffle ticket & book design artwork
Connecting Print to Digital
A QR code was developed and connected to the digital raffle environment, creating a bridge between the physical campaign and the online experience. Participants can use a smartphone to move from the printed campaign material into the relevant digital experience, while the organisation maintains its structured management process behind the scenes.
16,000 Tickets. One Digital Register.
The digital management system was structured around the complete set of 16,000 physical raffle tickets. Administrators can work with individual ticket numbers and monitor their status throughout the raffle process, creating a central digital record that corresponds with the physical campaign.
UPCSA 16,000-ticket digital register
Representative interface view
Ticket Register interface — actual screenshot to be supplied
Knowing Where the Tickets Went
Managing thousands of printed tickets requires more than recording sales. The system includes ticket allocation management so tickets can be associated with the appropriate sellers and locations. This provides the organisation with better visibility over the movement and distribution of physical raffle books.
Capturing the Sale
When a physical ticket is sold, the corresponding ticket number can be captured within the digital system together with relevant buyer and transaction information.
Capture Ticket Sale interface
Representative interface view
Sales capture screen — actual screenshot to be supplied
Structured Campaign Management
The system separates buyers, sellers and locations into structured records, allowing administrators to manage the campaign according to the way the raffle operates in the real world rather than relying on one large disconnected list.
Buyers
Individual ticket buyer records
Sellers
People responsible for selling tickets
Locations
Where ticket books are placed
Ticket Verification
The system includes a dedicated verification process and verification logs. This enables authorised administrators to verify ticket information while maintaining a record of verification activity. This is particularly important when managing thousands of physical tickets distributed across multiple people and locations.
Google Sheets Integration
Awali Solutions integrated Google Sheets into the raffle-management workflow. Ticket sales, allocation records and verification information can be synchronised with a connected Google Sheet for reconciliation, reporting and administration. This combines the control of a purpose-built management system with a familiar tool that the organisation can continue using as part of its day-to-day operations.
Google Sheets Sync
Representative interface view
Google Sheets synchronisation — actual screenshot to be supplied
Reporting & Accountability
With thousands of tickets and multiple users involved in the process, accountability was an important part of the solution. The system includes reporting, verification logs and an audit trail to provide greater visibility into administrative activity and campaign records.
A New Digital Home for UPCSA Fellowship of Women
Alongside the raffle solution, Awali Solutions developed the UPCSA Fellowship of Women website. The website provides the organisation with a professional digital presence and an online home for its programmes, campaigns and organisational information.
UPCSA Fellowship of Women — Live Website
upcsafow.org
One Project. One Connected Solution.
The value of this project was not any single technology or service. The value came from connecting physical production, digital technology and organisational administration into one practical solution.
The Outcome
The UPCSA Fellowship of Women received more than a website, more than printed raffle books and more than a ticket-tracking system. Awali Solutions delivered a connected solution designed around the complete lifecycle of the raffle campaign — from the moment a ticket is designed and printed to the point where its information can be captured, managed, reconciled and verified digitally.
The project demonstrates how Awali Solutions combines creative services, print production, websites, data integration and custom digital systems to solve real operational challenges.
Have an Operational Challenge That Technology Could Solve?
Whether you need a website, custom digital workflow, QR-enabled process, data integration or a solution that connects your physical operations with digital technology, talk to Awali Solutions.
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