Episcript developed a customised platform that centralised the office's contacts, automated invitations, RSVPs and attendance, and gave the team clearer visibility over every event.
The Hong Kong Economic & Trade Office in Singapore manages a wide network of contacts, stakeholders and event attendees across its outreach and engagement activities.
Its existing CRM and event processes relied on an older system with limited automation, search and tracking capabilities. Tasks such as managing RSVPs, identifying attendees and retrieving event information required significant manual effort, making event planning slower and more prone to errors.
Project at a glance
Episcript developed a customised CRM Software and Event Management System to centralise contacts, automate event workflows and give the team much better visibility over every event, covering:
The platform created a central contact database where users could manage contact details, upload related files, review communication history and see which events each person had previously attended.
Contacts could be grouped into categories, searched using flexible filters and linked through defined relationships, making it much easier to retrieve the right people for specific events or outreach activities.
A major part of the system focused on simplifying event administration. The platform allowed the team to:
At the event itself, QR codes could be scanned using a mobile phone or scanning device to retrieve attendee details and mark attendance instantly. Where a QR code was unavailable, staff could search for the attendee manually using information such as name, telephone number or email.
RSVP decisions, guest capacity and attendance status updated the CRM automatically throughout the process.
Users could maintain venue details such as location and capacity, and customise room layouts.
Attendees could be assigned visually to individual seats, which was particularly useful where guest placement, accompanying attendees and venue capacity needed careful coordination.
The system included dashboards, flexible search tools and analytical reports in tables, bar charts, pie charts and line graphs, with export to Excel or PDF.
Role-based access controls ensured that different users could access only the areas and functions appropriate to their responsibilities.
The office moved from an older system with limited automation to one platform covering every stage of an event, from the invitation list to the attendance report.
A much more structured and automated way to manage contacts and events, reducing manual work while giving the team clearer visibility over invitations, RSVPs, attendance and event performance.
If your team still manages invitations, RSVPs and attendance by hand, tell us how your events run today.