Case Studies

A professional services consultancy faced a complex client onboarding challenge. Every time a new client was signed, the operations team needed to manually set up the client across 8 different business systems: create contact and account records in CRM, add deal to pipeline, create Google Drive folder structure, add client to MongoDB database, create Pinecone namespace, add client to QuickBooks accounting system, and create dedicated Slack client channel.

Each system required different login credentials, different data formats, and different steps. The entire process took 30-45 minutes per client and was highly error-prone. It was easy to miss a step in the checklist, data entry was inconsistent across systems, and typos created formatting differences between platforms. The process was time-consuming with constant context switching between 8 different systems, repeated manual data entry of the same information, and double-checking everything was created correctly. Missing steps created serious risks: missing accounting setup meant billing problems, missing database entries broke workflows downstream, and missing Slack channels meant poor communication from day one. Incomplete onboarding was sometimes only discovered weeks later.

We built a comprehensive onboarding automation that replaced the entire manual checklist with a single Slack form:

Simple Initiation:

• •Clean Slack form captures essential client information once
• •Name, company, contact details, project type
• •One submission triggers entire onboarding sequence
• •No switching between systems required

Automated System Creation (8 steps):

• •CRM: Creates contact record, account record, and adds deal to pipeline
• •Google Drive: Creates structured folder with standard subfolders and correct permissions
• •MongoDB: Adds client with proper schema
• •Pinecone: Creates namespace for future use
• •QuickBooks: Creates customer record with billing information and payment terms
• •Slack: Creates dedicated client channel and invites team members

Verification and Transparency:

• •Each step confirms successful completion
• •Final Slack message shows ticklist of all completed items
• •Timestamp of completion provides clear audit trail
• •Error handling notifies team immediately if any step fails

A personal trainer runs a subscription-based gym with approximately 110 members. Depending on membership tier, each member can book up to 3 class time slots per week from available sessions.

Managing this manually created an operational nightmare. The instructor spent 3 hours every week updating and managing the booking spreadsheet, manually tracking who booked what, constantly cross-referencing membership levels and slot allowances, and dealing with double-bookings and errors. The personal trainer's phone was bombarded with WhatsApp booking requests all day, every day. Members asking about availability, making last-minute changes and cancellations, requesting slot swaps, and checking their existing bookings. Messages arrived evenings, weekends, and during training sessions with no clear boundaries.

The instructor spent significant time on admin instead of training, members experienced slow responses, booking errors were frequent, and there was no time to focus on growing the business. With 110 members and potentially 330 bookings per week to manage, the manual system was completely unsustainable.

We built an intelligent conversational booking system that operates entirely through WhatsApp:

AI WhatsApp Assistant:

• •Dedicated WhatsApp number provided to all members
• •Natural language understanding—members ask questions conversationally
• •Available 24/7 for instant responses
• •Handles complex requests like "Can I move my Wednesday morning class to Friday afternoon?"

Smart Booking Management:

• •Checks real-time class availability
• •Verifies member's remaining weekly slot allowance
• •Books, modifies, or cancels sessions instantly
• •Confirms changes with professional messages
• •Updates both spreadsheet and calendar automatically

Real-Time Integration:

• •Connected to Google Sheets with member database and schedule
• •Syncs with instructor's calendar automatically
• •Maintains accurate view of bookings across all channels
• •Tracks membership levels and slot entitlements

Automated Operations:

• •Members get instant answers to availability questions
• •No manual spreadsheet updates needed
• •Booking confirmations sent automatically
• •Cancellation policies enforced automatically
• •Member history tracked and accessible

A Scottish cancer survivor support charity hosts an annual wellbeing event for over 100 members. The event coordinator faced an extraordinarily complex scheduling challenge: 160 treatments to schedule, 20 different practitioners offering services, 8 time slots throughout the day, 6 different treatment locations, and critical attendee information including dietary requirements, health conditions, contact details, and treatment preferences.

For over 10 years, this was managed entirely by hand using spreadsheets. The event coordinator spent weeks manually collecting preferences via phone calls and emails, creating schedules, checking for conflicts, managing practitioner availability, and handling constant last-minute changes. The manual process was extremely time-consuming (100+ hours annually), highly stressful with frequent double-bookings, error-prone with dietary and health information scattered across multiple sources, and required constant firefighting on event day. With sensitive health information and the wellbeing of cancer survivors at stake, errors weren't just inconvenient—they could be genuinely harmful.

We built a comprehensive event management system that transformed the entire registration and scheduling process:

Smart Attendee Portal:

• •Simple, accessible questionnaire for members to complete
• •Captures treatment preferences, dietary requirements, and health conditions
• •Secure, confidential data handling (GDPR compliant)
• •Easy-to-navigate interface designed for charity members of all ages

Intelligent Scheduling Engine:

• •Automatically assigns treatments based on attendee preferences
• •Checks practitioner availability in real-time
• •Prevents double-bookings automatically
• •Balances load across practitioners and time slots
• •Accounts for treatment duration and location constraints

Centralised Information Hub:

• •All attendee information in one secure location
• •Practitioner schedules generated automatically
• •Dietary and health alerts flagged for catering and staff
• •Exportable reports for different stakeholders

Conflict Prevention:

• •AI-powered scheduling prevents overlaps before they happen
• •Automatic validation of practitioner capacity
• •Location availability checking
• •Zero manual conflict resolution needed

A UK telecoms company's installation process required coordinating hardware and services from 6 different providers for each new client. After ordering (broadband, phone lines, hardware, porting services), the sole installation coordinator spent 1-2 weeks monitoring their inbox for critical updates from multiple suppliers—delivery confirmations, provisioning status, line porting notifications, and service updates.

With 5-6 active installations running concurrently, they were drowning in emails. Each installation involved multiple components (hardware items, phone numbers to port, broadband service, etc.), creating dozens of critical emails weekly that needed to be identified and matched to the correct client, logged for audit trail, added to the installation order in the CRM, communicated to relevant stakeholders, and sometimes forwarded to clients with specific information.

Manual monitoring meant constant inbox checking, frequent context-switching, and high risk of missing critical updates that could delay installations.

We built an intelligent email monitoring and routing system that:

Email Intelligence:

• •Monitors shared inbox continuously for emails from 6 key providers
• •Uses pattern matching and AI to identify which installation each email relates to
• •Extracts critical information (delivery dates, service status, tracking numbers)

Automatic Logging:

• •Logs every provider email to audit trail
• •Updates relevant section of installation order in CRM automatically
• •Maintains complete communication history per installation

Smart Notifications:

• •Alerts installation team of critical updates via internal notifications
• •Prioritises urgent items (delivery confirmations, service delays)
• •Reduces inbox noise by handling routine updates automatically

Client Communication:

• •Automatically emails clients when specific triggers occur
• •Example: Broadband delivery date confirmed → Client receives professional notification with delivery window
• •Maintains brand consistency and professionalism