Development of an Electronic Invitation System with QR Codes for University Event Management: An Applied Case Study

Abstract

Traditional invitation and participant management processes for university events often rely on manual document preparation and spreadsheet-based workflows, leading to operational inefficiencies, data redundancy, and difficulties in managing multi-session structures. This study aims to design, develop, and evaluate a web-based electronic invitation system integrated with QR code technology for university event management. The proposed system supports multi-session scheduling, bilingual (Thai–English) electronic invitations, personalized QR code generation, and flexible participant data management via manual entry and spreadsheet import. Adopting a Research and Development (R&D) methodology, the system was implemented during an actual university event and evaluated by 21 purposively selected users, including university executives and administrative staff. Data were collected using a structured five-point Likert-scale questionnaire and analyzed using descriptive statistics (mean and standard deviation) based on the DeLone and McLean Information Systems Success Model and the ISO/IEC 25010:2023 software product quality model. The results indicated a high level of user satisfaction (Mean = 4.87), reduced administrative workload, and improved accuracy in participant management. These findings demonstrate that the proposed system effectively enhances university event management and provides a practical framework for developing QR code-based electronic invitation systems in higher education institutions.