One of the operations team from CCRM previously managed conference placement and attendance tracking through a heavily manual process involving spreadsheets and email threads. The approach relied on maintaining a master Excel file and coordinating approvals over email—leading to versioning issues, inconsistent data, and delayed responses across departments.

To modernize this workflow, TechMeka developed a fully integrated Conference Management and Placement system using Microsoft’s Power Platform. The solution replaced manual entry and disconnected approvals with an intelligent, low-code application built entirely on Microsoft 365 infrastructure.

Challenges:

• A manually updated “Master Conference List” maintained in Excel created version control risks and lack of audit history.
• Conference approval requests were emailed between stakeholders with no centralized tracking or status visibility.
• The process lacked automation, validation, or any integration with existing Microsoft 365 identity and permission structures.
• Manual reporting and reconciliation efforts slowed down response time and introduced unnecessary overhead for the Attract team.

Solution – Conference Management System Built with Microsoft Power Platform

TechMeka architected and delivered the entire application using Microsoft 365’s native low-code ecosystem, enabling speed, compliance, and ease of use without requiring external platforms.

Technology Stack

The conference management app was built using the following Microsoft 365 components:

• Microsoft SharePoint List: Hosted the master conference database with custom columns for approvals, attendees, conference types, and metadata.
• PowerApps: Served as the front-end interface for submission, review, and approval of conference requests. The app included role-based controls and input validation.
• Power Automate: Managed all backend workflows including:
  • Request submission notifications
  • Multi-stage approval routing
  • Status updates and audit logs
• Azure Active Directory: Used for user identity, role enforcement, and contextual display logic inside the app.

Business Workflow Design

• CCRM Operation’s team was designated as product owner and data steward, responsible for managing and maintaining the central SharePoint list.
• The workflow supported:
  • New conference request submissions from staff
  • Multiple approval stages (e.g., department lead, finance, executive)
  • Real-time status tracking and confirmation emails
  • Integration with google maps to provide additional context to attendees
• Business logic within Power Automate ensured routing was dynamic and context-aware (e.g., department-based approvers).

Benefits & Outcomes:

• Centralized System of Record: SharePoint now houses a living, structured record of all conferences—queryable and auditable.
• No More Email Chains: All approval workflows are automated, timestamped, and traceable through the Power Platform.
• Faster Request Turnaround: Automating approvals and notifications dramatically reduced response time.
• User-Friendly UX: PowerApps provided an intuitive interface usable across desktop and mobile devices.
• Scalable & Secure: Built entirely on Microsoft 365 with no additional licensing or platform risk.

By modernizing a manual and fragmented process into a seamless low-code solution, TechMeka empowered CCRM’s Attract team to focus on strategic operations—not spreadsheet maintenance. The Conference Management System is a powerful example of how Microsoft 365 can transform traditional admin-heavy workflows into scalable, compliant digital tools.