Principal Global Events streamlines end-to-end event management with Microsoft Power Apps

Pragmatiq partnered with Principal Global Events to replace its legacy SugarCRM platform with a tailored Microsoft Power Apps solution. The new system centralises event, client and supplier information, introduces structured event management processes, and connects with Microsoft Teams and SharePoint to improve collaboration and document management.

Background & Challenges

Background

Principal Global Events is a global events agency that supports international clients with the planning, production and delivery of complex events. Its operations require teams to coordinate clients, suppliers, documentation and contributors throughout the event lifecycle.

Before the project, Principal Global Events used SugarCRM to manage its information and processes. However, the platform offered limited flexibility and could not be easily configured around the organisation’s event management requirements. It also lacked the Microsoft Teams and SharePoint integrations needed to support collaboration and document management.

Challenges

Inflexible legacy CRM: SugarCRM could not be readily customised around Principal Global Events’ event delivery processes.
Manual event administration: Event setup, supplier management, documentation and internal coordination relied on manual processes.
Disconnected collaboration: Limited integration with Microsoft Teams and SharePoint created disconnected workflows and duplicated effort.
Limited process control: The organisation required a structured way to manage events and ensure critical requirements, including insurance checks, were completed at the correct stage.
Complex access requirements: Employees required broad system access, while freelance team members needed visibility only of assigned events.

Solution & Implementation

Pragmatiq implemented a bespoke event management application using Microsoft Power Apps, designed specifically around Principal Global Events’ event delivery processes. Custom tables and business process flows guide users from initial planning through to event completion, helping ensure key tasks and approvals are completed at the correct stage.

The solution includes automated notifications, role-based security, and tailored access controls for both permanent employees and freelance event staff. This provides teams with the information they need while maintaining appropriate visibility across events, clients, and suppliers.

Working alongside a third party, Pragmatiq also delivered integration with Microsoft Teams and SharePoint. Dedicated collaboration spaces and document repositories are automatically created for each event, helping teams manage communication, documentation and access from a central location.

Key Features of the Solution

Tailored event management application: A bespoke Microsoft Power Apps solution brings event, client, contact and supplier information into a central system designed around Principal Global Events’ processes.
Guided event lifecycle: Business process flows guide users from planning through to delivery and closure, helping ensure key tasks and approvals are completed at the correct stage.
Validation and process controls: Warnings, mandatory checks and stage restrictions help ensure critical requirements are completed before an event progresses.
Automated notifications: Emails are triggered at key stages and when additional teams are required, reducing manual coordination.
Role-based event access: Tailored security enables employees to work across the system while restricting freelance users to their assigned events.
Microsoft Teams and SharePoint integration: Dedicated collaboration and document-management spaces are created for each event, with access managed through the associated teams.

Outcomes

A system aligned with event delivery: The tailored application replaces a less flexible legacy CRM with structured processes designed specifically around the way Principal Global Events plans and delivers events.
Stronger process consistency and control: Guided stages, validation and mandatory checks give users a clearer route through each event while helping ensure important requirements are completed at the correct point.
Reduced manual coordination: Automated notifications and the creation of connected Teams and SharePoint resources remove several manual activities previously required when preparing events and involving additional teams.
Secure collaboration with freelancers: Event-specific access allows external contributors to work with the information they need without exposing unrelated client or event records.
Scalable platform for future growth:Centralised data and integration with Microsoft 365 provide a platform that can support future event, reporting and operational requirements.