From invitations to an identification code
From August 2026, when attending some conferences, meetings or programs organized by the Hoa Khanh Ward Trade Union, Da Nang city, delegates will gradually get acquainted with a new method: Instead of receiving invitations, confirming through many channels and then signing their names on the attendance list, they can perform these operations on smartphones. That is part of the pilot model "Event identification code and Trade Union electronic conference management system" that has just been implemented by the Hoa Khanh Ward Trade Union.
Accordingly, each conference, meeting, program or event will be issued a separate identification code by Hoa Khanh Ward Trade Union. This code is integrated with QR Code and becomes the "key" to connect all information of the event, from inviting, confirming delegates, listing to summarizing and storing data.
When receiving the code, delegates use their phones to scan the QR Code to see information about the time, location, program content and confirm attendance. In case of not attending, delegates can announce the reason or send a replacement. When attending the event, the tally is also carried out electronically.
What we are aiming for is to digitize the entire process of organizing an event, from the time of planning, issuing invitation information, confirming delegates, listing to summarizing and storing data. According to our understanding, this is the first model to be implemented in the national Trade Union organization; even at the local government level, there is currently no similar model" - Mr. Tra Thanh Quang - Chairman of Hoa Khanh Ward Trade Union - said.
From conference digitization to data governance
If only looking at removing invitations or counting by QR Code, the effectiveness of the model may not be really large. Because the long-term value will lie in the data formed after each event.
When dozens or hundreds of events are organized, these records will gradually form a data warehouse on Trade Union activities. From there, officials can look up which activities a unit has participated in, the level of participation; statistics on how many types of activities are organized; track the history of event organization and exploit data to serve direction and administration work. And this is a remarkable shift from "numberizing papers" to "data management".
According to Mr. Tra Thanh Quang, Hoa Khanh Ward Trade Union will pilot the model from August to December 2026 for conferences, meetings, training, dialogues, programs and activities organized by the Ward Trade Union. In this process, user feedback will be received to adjust and improve the system. From 2027, based on the pilot results, the Ward Trade Union will study official implementation, and gradually integrate the system with other components of the "Digital Trade Union - Digital Union Members", towards forming a unified Trade Union operation management environment on a digital platform.
Mr. Tra Thanh Quang said that technology only has real meaning when users find it convenient and work is reduced. Therefore, the system is designed in a simple direction, can be operated quickly on smartphones, and does not require grassroots Trade Union officials to have in-depth knowledge of technology.
We determine that digital transformation is not to have more applications or technological achievements. The ultimate goal is still to reduce administrative work for officials, better manage with data and spend more time for grassroots levels, union members, and workers" - Mr. Quang said.
