Solution Engineering
Client Case Studies
Project Overview
What was the existing system? Why was change required?
The IGNITE event registration process was entirely manual. Participant details were collected and maintained in multiple Excel sheets, and Code of Conduct (CoC) forms were obtained as physical documents from each individual. Event coordinators had to contact participants and parents individually through emails and phone calls to collect missing information, confirm registrations, and track compliance.
Ticket sales initially happened offline through LGU staff and were later managed using Shopify, but the sales data remained disconnected from participant registration. This led to data duplication, errors, delays, and a heavy administrative burden.
The organization needed a centralized, secure, and scalable digital solution to manage ticket sales, participant registration, consent collection, and event coordination in one system.
Business Challenges
Top 3 business & technical challenges
- Manual and fragmented data management
Registration data, payments, and consent forms were scattered across Excel files, emails, and paper documents, making tracking and validation extremely difficult. - No real-time visibility or validation
Workshop capacity, offsite trip limits, and CoC compliance were manually tracked, increasing the risk of overbooking and non-compliant registrations. - Disconnected ticketing and registration systems
Ticket sales via LGU and Shopify were not integrated with registration, causing delays in participant onboarding and frequent follow-ups.
Architecture (Before)
Old Tech Stack, Hosting, Architecture Type
- Excel spreadsheets for registration tracking
- Paper-based and scanned CoC forms
- Manual email and phone communication
- Shopify used only for ticket sales (later phase)
- No centralized database or workflow automation
Architecture Type: Fully manual, decentralized, spreadsheet-driven process
Architecture (After)
New Tech Stack, Cloud Integrations
- Microsoft Power Pages for public-facing event portal
- Microsoft Dataverse as centralized data store
- Power Automate for workflows, validations, and notifications
- Stripe for secure, PCI-compliant payment processing
- Shopify integration via Power Automate for ticket data sync
- Model-Driven App for event coordinator administration
- SharePoint for secure document management
- AI-powered chatbot for real-time user assistance
Architecture Type: Cloud-native, low-code, integrated Power Platform solution
Key Features
Top 5 value-driven features delivered
- Integrated ticket purchase and registration portal
Users complete payment and registration in a single, seamless experience. - Automated Code of Conduct (CoC) management
Digital e-sign forms and document uploads with mandatory validation. - Role-based participant registration
Ticket purchasers, parents, teens, and lead chaperones have tailored access. - Workshop and offsite trip capacity management
Real-time validation prevents overbooking and ensures balanced participation. - Automated communications and reminders
End-to-end email automation from purchase confirmation to event reminders.
Data & Security
Data migration, access control, compliance
- Ticket and participant data migrated into Dataverse
- Shopify ticket data synced securely via Power Automate
- Role-based access control using Power Pages and Dataverse security
- Secure storage of CoC documents in SharePoint
- Enforced validation ensures no incomplete or non-compliant registrations
Performance Metrics
Speed, cost, scalability, efficiency improvements
- ~70% reduction in manual administrative effort
Automated registration, consent validation, and communications eliminated manual Excel tracking and follow-ups. - Near 100% elimination of duplicate and inconsistent records
Centralized Dataverse storage with role-based validation ensured a single source of truth. - Faster decision-making through Model-Driven App dashboards
Event coordinators gained real-time dashboards, advanced filtering, and Excel export capabilities, reducing reporting and reconciliation time by 50%+. - Improved operational visibility with Power BI reporting
Integrated Power BI reports provided insights into registrations, workshop capacity, and compliance status, enabling proactive issue resolution. - Significant reduction in follow-up communications
Real-time registration and capacity validation reduced email and phone follow-ups by 60%+. - Scalable architecture supporting national-level participation
The Power Platform solution handled high user volumes without performance degradation. - Enhanced efficiency using AI capabilities
AI-powered chatbot and AI Builder features reduced support queries and manual checks, improving overall system responsiveness.
Delivery Model
Team size, roles, duration, methodology
Team Size: 2 Power Platform specialists
Duration: 1 month
Methodology: Agile, iterative delivery with rapid stakeholder feedback
Close collaboration with event coordinators and administrators
Technical Differentiators
What we did better or differently
- Unified ticketing, registration, consent, and communication into one platform
- Deep Power Platform customization without fragile custom code
- Real-time capacity validation using Dataverse and automation
- AI-powered chatbot reduced support dependency
- Highly configurable low code solution reusable for future events and enhancement.
Project Overview
What was the existing system? Why was change required?
The TLEI event relied on manual Excel-based tracking for participant registrations and workshop enrollment. Code of Conduct forms were collected physically or via email, requiring extensive follow-up. Coordinators manually managed participant communication, workshop assignments, and compliance checks.
Ticket sales data was handled externally and later imported manually, causing delays and inconsistencies. As TLEI focuses on youth leadership and equity, the organization needed a secure, inclusive, and easy-to-use digital system to support multiple participant roles while ensuring privacy and compliance.
Business Challenges
Top 3 business & technical challenges
- Manual registration and consent handling
High administrative overhead to collect and verify CoC forms and participant details. - Limited role-based visibility
Youth, parents, mentors, and coordinators required different access levels, which Excel could not support. - Lack of structured workshop and project tracking
No centralized system to manage session enrollment and post-event community project planning.
Architecture (Before)
- Excel sheets for participant and workshop tracking
- Paper-based and scanned consent forms
- Manual email coordination
- Disconnected ticket sales data
Architecture Type: Manual, spreadsheet-based system
Architecture (After)
- Power Pages for role-based registration portal
- Dataverse for centralized participant and session data
- Power Automate for notifications, reminders, and validations
- Shopify data integration for ticket purchaser access
- Model-Driven App for administrative oversight
- SharePoint for secure document storage
- AI-powered chatbot for self-service support
Key Features
- Unified registration portal for all roles
Teens, parents, chaperones, and coordinators access one secure system. - Workshop, Session, and Smithsonian Tour Capacity Management
Real-time validation prevents overbooking and ensures balanced participation across workshops, sessions, and Smithsonian tours. - Automated Code of Conduct (CoC) management
Digital e-sign forms and document uploads with mandatory validation. - Community project planning module
Youth can record project ideas and link mentors for follow-up. - Automated communications and reminders
Ensures timely engagement before and after the event.
Data & Security
- Centralized data storage in Dataverse
- Role-based security and record-level access
- Secure document handling via SharePoint
- Compliance-driven validations for consent and registration
Performance Metrics
Speed, cost, scalability, efficiency improvements
- ~70% reduction in manual administrative effort
Automated registration, consent validation, and communications eliminated manual Excel tracking and follow-ups. - Near 100% elimination of duplicate and inconsistent records
Centralized Dataverse storage with role-based validation ensured a single source of truth. - Faster decision-making through Model-Driven App dashboards
Event coordinators gained real-time dashboards, advanced filtering, and Excel export capabilities, reducing reporting and reconciliation time by 50%+. - Improved operational visibility with Power BI reporting
Integrated Power BI reports provided insights into registrations, workshop capacity, and compliance status, enabling proactive issue resolution. - Significant reduction in follow-up communications
Real-time registration and capacity validation reduced email and phone follow-ups by 60%+. - Scalable architecture supporting national-level participation
The Power Platform solution handled high user volumes without performance degradation. - Enhanced efficiency using AI capabilities
AI-powered chatbot and AI Builder features reduced support queries and manual checks, improving overall system responsiveness.
Delivery Model
Team Size: 2–3 Power Platform consultants
Duration: 1 month
Agile delivery with continuous feedback
Rapid deployment aligned with event timelines
Technical Differentiators
- Reusable Power Platform architecture across multiple events
- Strong focus on role-based security and youth data privacy
- Integrated project planning beyond event registration
- AI chatbot enhanced user experience and reduced support load
- Highly configurable low-code solution enabling easy future enhancements
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