CRM Tool Integration for Event Management

Manual Planning and Growth Challenges

The client offers regular online and offline events for schools.

The entire planning and preparation of schedules and events is done manually using various tools and lists. As the number of events increased, this became increasingly time-consuming and cumbersome. Therefore, to facilitate the work, a CRM tool with scheduling functionality was introduced.

Process Analysis and Optimization for Efficiency Improvement

In two half-day workshops on process consulting, the process was analyzed together with our experts, relevant processes were identified, and workflows optimized. The documented process was then digitized and automated.

Automated Event Planning and Management

Once the event dates are scheduled, invitations are automatically sent, and responses are collected through an included registration form, with automatic reminders sent after a set period. The necessary next steps such as material shipment (automatic generation of address fields for invoices and labels, and forwarding to service providers) or invitation to an online meeting and technical test (via a permanently available stream) were fully automated.

After the completion of the event, electronic evaluation forms are automatically sent to the schools via the platform, as well as invoices for the services rendered.

All actions and data can be viewed per school in the solution, or collected as Excel lists for evaluation export.

Measurable Successes: Time Savings and Expanded Capacities

Through the digitalization and automation of processes, 90% less time is spent on planning and managing the event. The responsible employee was able to take on additional tasks. All relevant data is available in one place.