🏔 The Challenge
RandomDots was experiencing rapid growth but their operations were entirely manual. Every booking required multiple emails, calendar coordination across time zones, payment processing, event host assignment, and follow-up communications. The team was spending roughly 15+ hours per week on repetitive administrative tasks that could be automated.
Their marketing was also manual — email campaigns were sent one-by-one, social media was posted ad hoc, and there was no systematic way to nurture leads from initial inquiry to booked event. The lack of automation meant they were leaving money on the table from prospects who fell through the cracks.
🎯 The Solution
I built an end-to-end automation system connecting Airtable (as the central database), Zapier (for workflow orchestration), and Mailchimp (for email marketing). The system automated the entire booking lifecycle: inquiry capture, quote generation, contract sending, payment processing, host assignment based on availability and expertise, pre-event communications, and post-event feedback collection.
On the marketing side, I created automated nurture sequences for different prospect segments — corporate HR teams, team leads, event planners — each with customized content and timing. I also built a referral tracking system that automatically credited and rewarded repeat clients.
The Airtable base served as the single source of truth, with views for sales pipeline, event calendar, host availability, and financial reporting. Every status change triggered the appropriate next action via Zapier.
🧑💻 Tool-stack
Mailchimp
🔥 Result
The automation systems transformed RandomDots from a manually-run operation to a scalable, efficient business.
~15hrsSaved per week | 40%Faster inquiry-to-booking | 3xIncrease in repeat bookings |
