Travel & Events automation examples

Attendees scan a QR code at each session door, and the automation totals minutes each person attended. Those who meet the credit threshold get a certificate PDF, the organizer gets the accrediting body's attendance file, and anyone short is told which session is missing time.

When a registration payment clears, the attendee gets a QR ticket for their pass type by email with venue and agenda links. In the same run a tax invoice with company name, VAT number and PO reference is issued and sent to the billing contact.

Every registration, roommate change or cancellation rebuilds the rooming list in the hotel's own Excel template. The updated file replaces the shared copy the hotel's group desk works from, and the desk gets a one-line email describing what changed.

When the sales coordinator changes guest count, menu or setup, the kitchen and floor leads get a summary of what changed with the updated event order and confirm with one tap. Unconfirmed changes escalate after four hours, and late changes need manager approval.

A wedding or corporate inquiry from the venue's website is checked against the calendar and room capacity. Free dates get a seven-day tentative hold, a CRM deal and a proposal PDF the coordinator sends within two hours, and unconfirmed holds are released on day seven.

Employees at each corporate account request trips through a short form, and every request is checked against that company's travel policy. In-policy trips go straight to the booking queue, while breaches go to the employee's manager for approval with the reason spelled out.

Ten days before each event, every booked supplier gets a confirmation request by email or WhatsApp with a summary of their own booking. Replies are tracked per supplier, silent ones are followed up after 48 hours, and the planner sees one status board per event.

Every evening at 6 PM, tomorrow's bookings are pulled from the booking system and turned into a manifest for each tour. Guides and drivers get their PDF on WhatsApp, and a copy of every manifest is saved to the office's daily folder.

Forty-five days before departure, every booking with an open balance gets a WhatsApp and email reminder with the amount due, the deadline and a payment link. Payments through the link update the booking sheet, and the traveler receives a receipt straight away.

When a couple signs the planning contract, their full timeline is created in the project tool from a template, with every milestone dated back from the wedding day. The planner's tasks are assigned, and the couple gets a calendar of their own milestones.

Every confirmed hotel or cruise booking creates an expected commission line. Each week, bank payments and supplier statements are matched against those lines, the owner gets a report of open commissions by supplier, and claims go out on anything overdue past 60 days.

For each contracted hotel block, rooms booked through registration are counted per night against the block size and the contract's release dates. A weekly report shows pickup, and alerts 14 and 7 days before each cutoff suggest how many rooms to release.

Travelers on trips abroad message one WhatsApp help line. After office hours an AI agent answers routine questions from the trip's itinerary, urgent issues trigger a call to the duty manager with a summary, and everything else waits as a morning ticket.

Every meeting room has a QR code that opens a short issue form for staff and event hosts. Each report goes on WhatsApp to the crew member on shift for that category, and is logged with the time reported and the time fixed.