Centralized Event Management System for GA Events on Microsoft Dynamics 365

From manual event workarounds to a centralized platform handling registration, payment, and proxy participation end to end.

Project Description

The primary objective of the Event Management System is to handle event registration, session information, and the proxy registration process for the customer's events. Congruent Software built a centralized event management system on Microsoft Dynamics 365 to handle the customer's General Assembly (GA), drawing on our Dynamics 365 consulting services to track all events, registrations, and proxy registrations in one place.

A core goal was to reduce the number of manual processes and workarounds by automating workflows, processes, and approvals through the system.

Customer Overview

The customer is an international non-profit organization that runs member-facing events, including a General Assembly, as part of its governance and stakeholder engagement activities.

Customer Requirement

The customer needed to replace a manual, workaround-heavy approach to running their events with a single automated platform. Specifically, they required:

  • A centralized system to manage GA events, registrations, session information, and proxy registrations in one place.
  • Automated workflows, processes, and approvals to remove manual effort and reduce errors.
  • Secure user onboarding with controlled access, including support for limited anonymous participation where needed.
  • A complete registration and payment workflow supporting time-based pricing and multiple payment methods.
  • Support for both in-person and virtual attendance.
  • Proxy registration, allowing a registered user who cannot attend to assign someone in their organization to participate on their behalf.

Our Solution

An end-to-end Event Management System built on Microsoft Dynamics 365, covering onboarding, registration, payment, and participation.

Core platform

  • Developed an end-to-end Event Management System on Dynamics 365 to manage GA events including event registrations, session management, proxy registrations, and fee promo codes, within a single centralized platform.

Authentication & onboarding

  • Enabled secure user onboarding through CRM with Azure AD B2C authentication, plus support for anonymous onboarding with restricted privileges.

Registration & payment

  • Implemented a complete registration and payment workflow with time-based pricing tiers (Early Bird, Regular, and Late Fee).
  • Integrated multiple payment options, including the PayPal payment gateway and a bank transfer facility.
  • Introduced event fee promo code management based on user type, supporting cost control and financial assistance.

Participation modes

  • Supported dual participation modes like in-person and virtual registration for attendees.
  • Integrated Zoom for virtual participation, enabling seamless online event access.

Proxy participation

  • Enabled proxy registration, allowing a registered user unable to attend to assign a proxy within their organization to participate on their behalf.

Benefits

  1. Streamlines end-to-end event operations through a centralized Microsoft Dynamics 365 platform.
  2. Enhances security and controlled access with Azure AD B2C authentication, while supporting restricted anonymous onboarding where required.
  3. Improves user experience with a seamless registration and payment workflow, including dynamic pricing based on registration timelines.
  4. Increases flexibility and convenience by offering multiple payment methods such as PayPal and bank transfer.
  5. Optimizes cost management and provides targeted financial support through promo code-based fee handling.
  6. Expands participation by supporting both in-person and virtual attendance options.
  7. Enables seamless remote engagement through Zoom integration for virtual attendees.
  8. Improves attendance continuity by allowing proxy registration when registered users are unable to attend.