Event Management Triage

For a small event management company, the weeks before a major event are controlled chaos. Suppliers confirming logistics. Guests with last-minute requests. Payment queries. Partner check-ins. VIP handling. All of it landing in the same inbox, across email and WhatsApp, at the exact moment the CEO has zero bandwidth to deal with it.

She’d tried to automate it before. A freelancer built something — it worked fine until it didn’t. Every edge case broke the flow, and cleaning up the exceptions took longer than just doing it manually. The automation made the stress worse.

What we did differently

Before touching any tooling, we went back to the raw material: months of existing messages. Our back-office team read, tagged, and classified them — building a routing dataset grounded in how this specific business actually communicates, not how a generic model assumes it does.

From that, we defined explicit routing rules: what goes to finance, what goes to guest management, what goes to the operations team, and what hits a catch-all for anything ambiguous. Then we built the workflow in N8N — email and WhatsApp in, structured routing out, with every exception handled deliberately rather than silently breaking.

The output: automated triage across both channels, routed to the right teammate via WhatsApp, running without babysitting.

The outcome

A few hours saved per day during peak period. On paper, modest. In practice, that’s the difference between a CEO who can focus on the event and one who’s firefighting her inbox at 11pm the night before doors open.

Fixed-price project, scoped and delivered before the next event cycle. No ongoing dependency, no open-ended retainer — just a workflow that works when it needs to most.