Events & Catering

Operations & Logistics Company for Event Care-Staff Teams

Operations and logistics of event care-staff teams (field services / mobile care services)

An operational calendar that assigns dozens of care staff to an event in one click, collects WhatsApp arrival confirmations and issues invoices — instead of phone calls, spreadsheets and chasing each person separately.

WhatsApp Business API

Accounting system (invoicing API)

SQL Database

Custom Web dashboard

Google Sheets

Challenge

The Challenge

A business that operates event care-staff teams had to, for every event, assign the right people by rank, gender, age and availability, make sure each care worker confirmed arrival, track performance and payments, and at the same time coordinate the operations crew that sets up the venue (shade nets, gazebos, beds) with the exact equipment. Everything was handled manually: calls and messages, chasing confirmations one by one, and separate spreadsheets for hours, payments and equipment. As the number of events and care staff grew, the manual coordination became a bottleneck — consuming hours, open to assignment errors, and completely dependent on one person holding it all in their head.

Solution

The Solution

Automaziot built a custom operational system — a central operational calendar that brings the entire event lifecycle together in one place. You add an event (date, location, number of care staff, rank/gender/age requirements), and the system automatically filters and assigns the matching care staff according to priority and balancing rules defined for the business, sends reminders and arrival confirmations on WhatsApp, tracks the responses and escalates to the manager when there's no answer. In parallel, the system manages ratings and automatic promotion of care staff by performance, calculates hours and payments per care worker, automatically issues invoices against the accounting system (per event or consolidated monthly for repeat clients), and schedules the exact equipment list for each event type to the operations crew. All through a dashboard with four permission levels — so each care worker sees only their own personal event calendar, and the finances remain visible only to those who need them.

Our Approach

An automatic engine for assigning care staff to events by rank, gender, age and availability, with priority and balancing rules tailored to the business

WhatsApp reminders and arrival confirmations with automatic response tracking and escalation to the manager when there's no answer

Managing ratings and automatic promotion/demotion of care staff by performance metrics, including a bonus system and a rating form at the end of each event

Payment tracking per care worker with automatic hour calculation, marking 'paid' and alerts on open payments

Automatic invoice issuance against the accounting system — per event or consolidated monthly for repeat clients

An equipment and operations-crew management module: automatic equipment lists by event type and number of care staff, WhatsApp messages and warehouse-dispatch confirmation

A central management board with a visual calendar and four permission levels (full manager, manager without finances, care staff, operations crew)

Technologies Used

WhatsApp Business APIAccounting system (invoicing API)SQL DatabaseCustom Web dashboardGoogle Sheets

The service behind this project

Automatic Appointment Scheduling

Results

The Results

Assignment, confirmations, payment tracking and invoice issuance moved from a scattered manual process to a single automated flow. The manager receives the assignment proposals and the confirmations consolidated in one place and approves with a click — instead of chasing each care worker separately; the care staff get reminders and confirm on WhatsApp; and the operations crew heads to each event with an exact equipment list. The permission separation ensures each party sees only what's relevant to them, and the business is no longer dependent on one person holding all the coordination in their head. (No quantitative savings metrics were documented for this project — the outcome is described qualitatively.)

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