Efficient event planning: from manual processes to smart automation
15.01.2024 • 3min read
Chaos during event planning
Anyone who has ever helped plan a club event knows how quickly this supposedly simple task can become a nerve-wracking challenge. Organizing volunteers in particular can become a problem when Excel spreadsheets and phone calls make it difficult to keep track of everything. The organization of an event can quickly get out of hand.
Smart automation instead of manual work
When a carnival company approached us, the task was clear: they needed a solution that would simplify the planning of their annual events. After scouring the market, we realized that none of the existing shift planning apps met the requirements. So we developed a customized solution.
Volunteers take responsibility
Our solution reverses the process: Instead of the organizers having to do all the work, we enable volunteers to sign up for shifts on their own. The intuitive user interface makes it possible to create events, days, areas and shifts in just a few minutes. A simple link is all it takes for helpers to easily sign up.
Managing entries made easy
The app automates the entire process. Helpers and organizers are notified for each event so that the organizer only has to accept or reject entries. No more annoying phone calls, no more running after people - the planning almost runs itself.
Customized solution with Strapi
To realize this tailor-made solution, we relied on Strapi, a powerful and lean NodeJS-based CMS. It allows us to create individual data structures and manage users securely and efficiently. Thanks to the integrated email service and webhooks, everything runs smoothly - with minimal server load.
Rethinking the process - revolutionizing event planning
This project has shown us that the standard way is not always the best way. By questioning familiar processes, we were able to develop a completely new solution. The app makes it child's play to manage even large events efficiently. In the long term, this solution could even be used as a white-label application for the professional event sector.