🎟️
One of the most rewarding projects I’ve worked on recently was building a QR code–based event sign‑in system that connected Microsoft Forms, Power Automate, and Salesforce Campaign Members. It solved a real pain point: making event check‑ins seamless, trackable, and instantly integrated with Salesforce.
The Challenge
Event sign‑ins are often messy. Paper lists, manual entry, or disconnected tools make it hard to know who attended, and even harder to tie that data back to Salesforce campaigns. I wanted a solution that was:
- Fast and user‑friendly for attendees
- Automated so staff didn’t need to manually update records
- Scalable and reusable for future events
The Solution
Here’s how I designed the workflow:
- QR Code Generation
- Each event had a unique QR code linked to a Microsoft Form.
- Attendees simply scanned the code with their phone and filled out a quick form (name, email, company).
- Microsoft Forms Capture
- Responses were collected instantly in Forms, ensuring clean, structured data.
- Power Automate Flow
- A flow triggered on each new form submission.
- It validated the attendee’s details, logged the event sign‑in, and pushed the data into Salesforce.
- Error handling and notifications were built in, so any issues were flagged immediately.
- Salesforce Campaign Members Update
- The flow automatically added or updated the attendee as a Campaign Member in Salesforce.
- This meant marketing and event teams had real‑time visibility into attendance, without manual imports.
The Impact
- Attendees loved it: scanning a QR code felt modern and effortless.
- Staff saved hours: no more spreadsheets or manual uploads.
- Data quality improved: structured inputs reduced errors and ensured Salesforce campaigns stayed accurate.
- Scalability: the template can be reused for future events with minimal setup.
Lessons Learned
- Error handling is critical: building in logging and notifications made troubleshooting painless.
- Reusable design pays off: by structuring the flow as a template, the team can replicate it quickly.
- Cross‑platform integration is powerful: combining Microsoft Forms, Power Automate, and Salesforce created a seamless experience that none of the tools could deliver alone.
Looking Ahead
This project reinforced my passion for automation and workflow optimization. Next, I’m exploring how to extend this approach with dynamic QR codes for multi‑session events and deeper analytics on attendee engagement.
Final Thought: What started as a simple QR code idea turned into a scalable, automated system that connects people, processes, and platforms. It’s a perfect example of how thoughtful automation can empower teams and elevate the attendee experience.
