Manage event registration, QR check-in, and attendance in one system

Emails QR entry passes before the event, checks students in by scanning, and reports who didn't show up.

How the work actually flows

A straight line. Runs once per each registered student.

Pattern: Multiple Instances without Synchronization (12)

flowchart TD trig(["scheduled before the event"]):::trigtime s0[("pull registrant list")]:::store s1[["email qr entry pass"]]:::mi s2["scan and check in attendee"]:::task s3(("report no-show list")):::human trig --> s0 s0 -->|"one per each registered student"| s1 s1 --> s2 s2 --> s3 out[/"attendance tracked and no-shows listed"/]:::out pay{{"smooth check-in with no manual lists"}}:::pay s3 --> out out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepRuns once per itemA personA record or sheetResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
Email AutomationMessaging & NotificationsImage & Media ProcessingSpreadsheet & Database OpsReporting & Analytics
Connects
Google SheetsGmailTelegram
Featured in

The problem it solves

You spend hours manually emailing entry passes, checking names off a list at the door, and chasing down who actually showed up afterward. Long entry lines and messy spreadsheets make even a well-planned event feel chaotic.

Who it fits

University departments, clubs, or event organizers running on-campus events with registered attendees.

How it works

  1. Before the event, student details are pulled from a Google Sheet and a QR entry pass is emailed to each registrant
  2. At the door, organizers scan each QR code
  3. The system checks the code against the sheet and marks the student as attended
  4. After the event, organizers message the bot to get a list of everyone who didn't attend
What you get

Events run smoothly without paper check-in lists

Registered students receive a QR entry pass by email, get checked in instantly at the door, and you get a clear list of who didn't show up.

What you get

Automatic entry validation at the door and a follow-up list of no-shows for outreach.

What you need

A Google Sheets account, a Gmail account, and a Telegram bot.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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