About RandomDots
RandomDots runs interactive online team-building experiences for corporate teams across 27+ countries — trivia nights, creative workshops, and more. With a small team of 10–20, they were growing fast but spending most of their hours on manual operational work.
The challenge
Operations were entirely manual. Every booking meant a string of emails, calendar coordination across time zones, payment handling, host assignment, and follow-ups — roughly 15+ hours a week of repetitive admin that could be automated. Marketing was just as manual: campaigns sent one by one, social posted ad hoc, and no systematic way to nurture a lead from first inquiry to booked event. Prospects fell through the cracks.
The approach
I built an end-to-end system with Airtable as the single source of truth, Zapier as the orchestration layer, and Mailchimp for email. It automated the whole booking lifecycle — inquiry capture, quote generation, contracts, payments, host assignment by availability and expertise, pre-event comms, and post-event feedback. Every status change in Airtable triggered the right next action.
On marketing, I built nurture sequences for each prospect segment — HR teams, team leads, event planners — with tailored content and timing, plus referral tracking that credited and rewarded repeat clients automatically. Views for pipeline, event calendar, host availability, and finances gave the team one place to run the business.
Tool stack
The lesson
For a small team, automation isn’t about scale — it’s about getting the founders out of the inbox and back onto the work only they can do.
The result
The system turned a manually-run operation into a scalable one.
