EPEAK Studio Speaker Booking Automation
Online booking system supporting any timezone, with automated reporting
Process analysis, automation design and implementation, testing and documentation
About EPEAK Studio
EPEAK Studio is your one-stop shop for all your event management needs.
EPEAK Studio works with clients all over the world, effectively producing events and managing speakers across all time zones.
Our event management process includes hosting speaker onboarding meetings, and pre-recording conferences to create simu-live sessions.
These meetings must be scheduled and executed efficiently. EPEAK Studio must also provide up-to-date, accurate reporting on the status of these actions.
EPEAK Studio Speaker Booking Automation
CONTEXT
Large Volume Of Bookings
Every year, EPEAK Studio has to manage, schedule and report on the status of thousands of bookings, in all time zones.
This means that manual scheduling is particularly unrealistic and inefficient.
Real-time Reporting
Manual reporting on these actions also takes time to produce, and is obsolete the next day.
In conclusion, both are time-consuming and error-prone manual processes, which is why they are ideal candidates for automation.
WHAT WE DID
Powered By ProjectSheet.io
Our project management process relies on the use of ProjectSheet.io – an online, state-of-the-art event management tool.
Managing Different Timezones
Speaker onboarding meetings happen between the speaker and a member of the EPEAK Studio team.
Oftentimes, our EPEAK representative and the speaker will be located in different time zones.
This is why our booking system must prevent scheduling meetings at an inappropriate time for both parties.
Connected Calendars
Each EPEAK team member’s virtual work calendar is linked to our online booking system.
Speakers can go onto a webpage and choose an available time slot for their onboarding session. Furthermore, time slots are displayed in the speaker’s local time zone.
If the time slot is available, then it means that an EPEAK team member is available at that date and time.
Finally, each project has its dedicated booking page, which we create automatically during the project setup.
Instant Up-to-date Reporting
EPEAK Studio works with ProjectSheet.io for all project management tasks and to produce reports.
Our booking system integrates with this automated project sheet and sends real-time updates on all bookings.
As a consequence, our clients have instant access to up-to-date reports on the speaker management process at all times.
Shared Booking Calendar
This integration also allows us to display all bookings associated with a project within a shared project calendar.
This calendar is located on the client’s project dashboard, and they can access it at any time.
RESULTS & ROI
Thanks to the implementation of this automated process, no time is wasted booking meetings with speakers or generating reports.
Over a period of 2 years, we’ve had 5 trained technicians to manage over 5,000 speakers using this system. This method has saved EPEAK Studio between 60-70% in terms of costs.
