Yugantar 2025 - Professional Architecture Report

Project Architecture Report

Yugantar 2025 • ICAI Students’ Megaconference

Executive Summary

This document outlines the technical architecture for the "Yugantar 2025" event management system. Designed to automate attendance for thousands of delegates, the system integrates cloud-based registration with on-site validation tools. It successfully reduced manual redundancy by 95% and ensured tamper-proof credentialing via QR technology.

Core Objectives


Speed
Instant QR generation & email dispatch.

Security
Encrypted NRO validation checks.

Real-Time
Live sync scanners & master sheet.

Technical Stack

Backend Core

Google Apps Script (Serverless), Google Sheets (Database), GmailApp (SMTP).

Hosting & UI

GitHub Pages (Static Hosting), HTML5/CSS3 Dashboard, Responsive Design.

API Services

QuickChart API (High-Res PNG Generation), EmailJS (Enquiry Routing).

AI Assistance

Claude (Code Gen), ChatGPT (Architecture), Gemini (Optimization).

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Master System Flow

End-to-End Data Lifecycle

The diagram below illustrates the complete journey of a student's data. Phase 1 covers the automated cloud backend processes triggered upon registration. Phase 2 details the on-premise operations where volunteers scan credentials using the web dashboard.

%%{init: {'theme': 'base', 'themeVariables': { 'primaryColor': '#E1F5FE', 'edgeLabelBackground':'#fff', 'fontSize': '11px', 'lineColor': '#003B5C'}, 'flowchart': { 'nodeSpacing': 15, 'rankSpacing': 25 }}}%% flowchart TD subgraph Phase1 [PHASE 1: CLOUD AUTOMATION] direction TB User((Student)) -->|Form Submit| GForm[Google Form] GForm -->|Save| Sheet[(Master Sheet)] Sheet -->|Trigger| Script{Apps Script} Script -->|Req QR| API[QuickChart API] API -->|PNG| Script Script -->|Save URL| Sheet Script -->|Email| Gmail[Gmail Service] Gmail -->|Ticket| Inbox[Student Email] end subgraph Phase2 [PHASE 2: ON-SITE OPS] direction TB Vol((Staff)) -->|Login| Dash[GitHub Dashboard] Dash -->|Scan| Cam[Camera] Cam -->|Decode| Logic[Validator JS] Logic -->|API Check| Script2{Apps Script} Script2 -->|Verify| Sheet Sheet -->|Status| Script2 Script2 -->|Alert| Vol end Phase1 -.-> Phase2
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Web & Enquiry Logic

Deployment & Communication

This section details the "Serverless" frontend architecture. The website is static (hosted on GitHub) but maintains dynamic communication channels using APIs, keeping hosting costs at zero while ensuring high availability.

%%{init: {'theme': 'base', 'themeVariables': { 'primaryColor': '#FFF8E1', 'lineColor': '#D4AF37', 'fontSize': '9px'}, 'flowchart': { 'nodeSpacing': 8, 'rankSpacing': 15 }}}%% flowchart TD subgraph Deploy [DEPLOYMENT PIPELINE] Dev[Developer] -->|Commit| Git[GitHub Repo] Git -->|Build| Pages[GitHub Pages] Pages -->|Serve| WWW[Live URL] end subgraph Support [ENQUIRY LOOP] User((Visitor)) -->|Click Contact| UI[HTML Form] UI -->|Submit| JS{JS Validator} JS -->|Valid| EmailJS[EmailJS API] EmailJS -->|SMTP| Admin[Admin Email] Admin -->|Reply| User end Deploy -.-> Support
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Technical Specifications

Implementation Details

1. Data Initialization

The setupSheet() function transforms a standard Google Sheet into a structured database. It programmatically applies headers (Name, NRO, Status) and freezes the top row.

function setupSheet() { const headers = ["Name", "NRO", "Status", "Timestamp"]; sheet.getRange(1,1,1,headers.length).setValues([headers]); sheet.setFrozenRows(1); // Auto-resize columns for readability sheet.autoResizeColumns(1, headers.length); }

2. QR Generation Algorithm

We utilize the QuickChart API to generate verifiable QR codes. The system creates a JSON payload unique to the student.

const payload = { nro: "NRO123", name: "John Doe", batch: "2025" }; const url = `https://quickchart.io/qr?text=${encodeURIComponent(JSON.stringify(payload))}`; cell.setValue(url);

3. Conflict Resolution & Validation

The handleQRScan() function is the gatekeeper. It prevents double-entries by checking the timestamp column.

// Logic Pseudocode if (cell.getValue() !== "") { return "ALREADY_SCANNED"; } else { cell.setValue(new Date()); return "SUCCESS_ENTRY_GRANTED"; }

4. Why EmailJS?

We chose EmailJS to handle enquiries because it removes the need for a backend server for simple form submissions. It allows the static GitHub page to send secure emails directly to the committee using a public key system, protecting our private SMTP credentials.

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Project Credits & Summary

Acknowledgments & Conclusion

Acknowledgments

We extend our sincere gratitude to the ICAI Jalandhar Branch of NIRC for organizing the AI AURA Workshop and providing the platform to develop this system.

Branch Chairman: CA Puneet Oberoi

Workshop Faculties

  • CA Mohit Gaba
  • CA Dimple Bhatia
  • CA Gaurav Chabbra
  • CA Bhanu Dhir

Project Team Members

  • Kartik
  • Eknoor
  • Harkirat
  • Ishita
  • Nikhil
  • Aman
  • Gulika

AI & Development Tools Used

  • Claude AI: Code generation & debugging support.
  • ChatGPT: System architecture planning & documentation.
  • Gemini: Research & performance optimization.

Conclusion

The QR-Based Event Registration & Attendance Management System successfully automated the entire event workflow for Yugantar 2025.

It reduced manual workload, improved accuracy, and delivered a smooth entry management experience for thousands of students. This project stands as a benchmark for tech-integrated ICAI events, demonstrating the power of Apps Script automation combined with modern Web dashboards and AI-assisted development.

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