Email AutomationLive

Smart Email & QR Attendance System

Manually drafting event emails and tracking attendance on paper or spreadsheets is slow and error-prone, especially for events with many participants.

Trigger

Event organizer loads the participant list into the desktop app and starts the send.

Step-by-Step Workflow

Organizer imports the participant list
App generates a unique QR code per participant
App drafts and sends a personalized email (with QR) via SMTP
Participant's QR is scanned at check-in
Attendance is recorded against the participant record in SQLite
Organizer reviews the attendance report

Inputs

Participant list (name, email)
Event details/email template

Processing Steps

Generate a unique QR code per participant (qrcode)
Compose a personalized email draft
Send email via SMTP to each recipient
Match a scanned QR against the stored participant record

Outputs

Sent confirmation emails with embedded QR codes
SQLite attendance log
Attendance summary

Security Considerations

Email credentials are read from environment variables / an app password, never hardcoded
Each QR code is unique per participant to prevent attendance spoofing

Limitations

Requires a working SMTP account and internet connection to send mail
Desktop-only (Tkinter), not a hosted web service

Future Improvements

Move to a hosted web version with live scanning via phone camera
Bulk CSV import/export for participant data
Real-time attendance dashboard