Client
Indian Chemical Council
Solution
Custom event registration, communication, and operations management platform
Overview
ICC previously managed event registration through a largely manual process involving bulk emails, multiple disconnected forms, manual follow-ups, spreadsheet tracking, and repeated coordination across teams. As the event grew in scale, this approach became time-consuming, difficult to track, and hard to standardize across companies, delegates, speakers, invitees, and event-day operations.
We built a centralized digital platform that brings the entire registration lifecycle into one system, from form creation and invitation management to approvals, automated communication, QR-based check-in, attendance tracking, and event operations.
The Challenge
Before this project, ICC’s team had to manage registrations using a mix of manual tools and fragmented workflows.
Key challenges included:
- Bulk emails had to be sent manually to companies, delegates, speakers, and invitees.
- Different registration categories required different forms and separate tracking.
- Company invite slots and attendee counts were difficult to monitor in real time.
- Approvals, confirmations, and follow-ups depended on manual coordination.
- QR codes, registration IDs, and communication status were not centralized.
- Event-day check-in and attendance tracking required additional manual effort.
- Reporting and exports needed repeated spreadsheet preparation.
- Updating forms for new events or workflows required technical effort or duplicated work.
The Solution
We developed a full-stack ICC registration and event operations system that acts as a single source of truth for the entire process.
The platform allows ICC to create and manage events, configure registration forms, invite companies, collect registrations, approve participants, send email and WhatsApp updates, generate QR-based confirmations, track attendance, and manage on-ground operations through a dedicated operations portal.
Instead of relying on scattered forms and manual follow-ups, ICC now has one unified system for planning, registration, communication, and event execution.
Key Features Delivered
Centralized Admin Dashboard
ICC’s team can manage the entire event from a secure admin panel. The dashboard gives visibility into companies, delegates, speakers, invitees, attendance, approvals, and recent activity.
Multi-Category Registration Management
The system supports multiple participant types including:
- Companies
- Company invitees
- Delegates
- Speakers
- Invitees
- Custom form participants
Each type has its own workflow while still feeding into the same centralized platform.
Company Invitation and Slot Management
ICC can create company invitations, assign slot capacities, generate registration links, monitor invitee usage, and track attendance company-wise. This replaces manual company coordination and makes capacity tracking much easier.
Dynamic Form Builder
The platform includes a form builder that allows forms to be configured per event and participant type. ICC can create or adjust registration forms without rebuilding the application each time a new workflow is needed.
Supported capabilities include:
- Event-specific forms
- Registration-type-specific forms
- Custom forms
- Sections and field ordering
- Form preview
- Save and publish flow
- Core field mapping for reliable reporting
Automated Email and WhatsApp Communication
The system supports template-based communication through email and WhatsApp. ICC can send confirmations, reminders, approval messages, and other updates to selected participant groups.
Communication can be sent individually or in batches, with tracking for success and failure.
QR Code Registration and Check-In
Each approved participant can receive a unique registration ID and QR code. QR codes are used for event-day verification, reducing manual lookup and improving entry speed.
Operations Portal for Event Day
A separate operations portal supports on-ground teams with practical event-day workflows.
It includes:
- Attendance check-in
- QR scanning
- Participant lookup
- Access entry management
- Access point setup
- Occupancy tracking
- Spot registration
- Badge printing
This extends the platform beyond pre-event registration into real-time event execution.
Approval Workflows
Delegates, speakers, invitees, and other participant types can be reviewed and approved from the admin panel. Approval can trigger registration IDs, confirmation communication, and QR code delivery.
Event, Venue, Schedule, and Document Management
ICC can manage event details, venue information, conference schedules, documents, and supporting content from the admin panel.
Templates for Long-Term Use
Email templates, WhatsApp templates, reusable form configurations, and event-specific settings make the system reusable for future ICC events instead of being a one-time registration setup.
Reporting and Export
The dashboard and export features give ICC easier access to participant data, approval status, attendance counts, and event records.
Workflow Transformation
Before
ICC’s team had to manually send invitations, collect responses from multiple forms, consolidate data, verify participants, send follow-ups, prepare lists, and manage event-day check-in separately.
After
ICC can now manage the process through one connected workflow:
- Create or select an event.
- Configure registration forms.
- Add companies and allocate slots.
- Generate and share registration links.
- Collect delegate, speaker, invitee, and custom form submissions.
- Review and approve registrations.
- Send confirmation emails or WhatsApp messages with QR codes.
- Track registration and communication status.
- Use the operations portal for QR check-in, spot registration, access control, and badge printing.
- Export and review event data after the event.
Impact
The solution simplified ICC’s registration and event management process by replacing fragmented manual work with a centralized, repeatable, and scalable platform.
Key benefits include:
- Reduced manual coordination across teams.
- Faster participant registration and approval.
- Better visibility into registrations, capacity, and attendance.
- Standardized communication through email and WhatsApp templates.
- Cleaner event-day check-in using QR codes.
- Easier reporting and participant data exports.
- Reusable workflows for future events.
- Flexibility to introduce new forms, participant types, and operational workflows over time.
Long-Term Value
The platform was designed as a long-term event operations system, not just a one-time form submission tool.
ICC can continue expanding the system with new workflows such as:
- More custom registration forms for future event categories.
- Advanced event analytics.
- Sponsor or exhibitor workflows.
- Meeting and networking workflows.
- Mobile app integrations.
- Feedback and post-event engagement.
- Additional access control and attendance rules.
- Reusable templates for recurring ICC events.
Conclusion
By digitizing ICC’s registration and operations process, the project transformed a manual, email-heavy workflow into a structured and scalable platform. ICC now has a centralized system that improves efficiency before the event, supports smooth execution during the event, and creates a strong foundation for future event management workflows.
