Every meeting room has a QR code that opens a short issue form for staff and event hosts. Each report goes on WhatsApp to the crew member on shift for that category, and is logged with the time reported and the time fixed.
Typical results
≈60%
Faster fixes for AV and room issues
6 rooms
Covered by one form and one roster
100%
Issues logged with report and fix times
Figures reflect typical results for this kind of automation.
The challenge
During events, problems like a dead projector, a cold room or an empty coffee station are reported by phone, by flagging down whoever walks past or by hosts hunting for staff. Reports reach the wrong person, the same issue gets reported three times, and nobody knows how long fixes took. Hosts lose minutes of their session waiting.
Before and after
Minutes from report to crew alerted
−92%Minutes to fix an AV or room issue
−60%The automation
Every meeting room has a QR code that opens an issue form with the room filled in. Staff and hosts pick a category, such as AV failure, room temperature, cleaning or catering, and can add a note or photo. The report goes on WhatsApp to the crew member on shift for that category, with the room and the session running in it from the event schedule. Each issue is logged in Google Sheets with the times reported and fixed.
How it works
- 01
Scan the room's QR code
Staff and event hosts scan the code in the room, which opens a short form with the room already filled in.
- 02
Choose a category
The reporter picks AV failure, room temperature, cleaning or catering and can add a note or a photo.
- 03
Sent to the crew on shift
The report goes on WhatsApp to the crew member on shift for that category, with the room and the session running in it, taken from the event schedule.
- 04
Logged with timings
Each report is logged in Google Sheets with the time it came in and the time the crew marked it fixed.
Starts from
- QR code in each room
- Short issue form
- Event schedule per room
Delivers
- WhatsApp to crew on shift
- Log with report and fix time
The impact
Issues reach the right crew member in about a minute instead of 10 to 15, and AV and room problems are fixed in around 10 minutes rather than 25. The log shows which rooms and categories cause the most trouble, so recurring faults get fixed between events.
Questions about this automation
How does it know who is on shift?
A simple shift roster in Google Sheets lists who covers AV, facilities, cleaning and catering for each time slot. The automation looks up the roster when a report arrives and messages that person. If nobody is listed for the slot, the report goes to the venue's duty manager instead.
How does the crew mark an issue as fixed?
The WhatsApp message includes a short link. When the crew member taps it, the log records the time the issue was fixed, so the venue can see response times by room and category. Issues still open after 20 minutes are sent again to the same person as a reminder.
Do event hosts need to install an app?
No. The QR code opens a web form in the phone's browser, so hosts and staff report issues without installing anything or logging in. Simple automations like this are usually live within days, with most of the time spent printing the codes and setting up the shift roster.