Overview & Background
Our client, a prominent business event organizer, was grappling with a deluge of events that led to a surge in venue registration requests. Every day, they faced the daunting task of manually processing hundreds (250+) of such requests.
Each event had its unique data requisites, custom receipt formats, and distinct payment methods. Furthermore, different subscriber categories mandated varying documentation based on their roles and affiliating universities. Relying on manual processes with tools like Excel and manually scraping data from registration emails and their WooCommerce ticketing platform, the entire registration process for each subscriber took a staggering 15 minutes.
Given the ticket pricing structure and associated profit margins, adopting a SaaS tool like Eventbrite was economically unviable due to high markups.
Problems & Pain Points
Manual processing of registration leading to inefficiencies.
Time-consuming: Over 8 minutes required to register a single subscriber.
Variability in data collection for different events.
Differentiated receipt and documentation needs based on subscriber type.
Financial infeasibility of adopting existing SaaS tools such as Eventbrite due to high markups and lack in custom field collections.
What we did
In partnership with Innovate Companion, the client embraced a transformative solution. We crafted a fully automated flow leveraging a customized set of Google Cloud functions. Key tools and solutions included:
Google Sheets as DB Source: Centralized data management.
Google Slides: For crafting custom receipts tailored to the event and subscriber.
Sendgrid: To dispatch spam-proof PDF receipts.
Unified Data Management: We seamlessly connected multiple registration sources, integrating the data into a single data lake. This enriched data pool was then channeled to the client's HubSpot CRM and the Google Sheet employed for receipt generation.
Admin Panel for Quality Control: A minimalistic admin panel was instituted, empowering our client to manually approve visitors post-sales before dispatching the receipts.
