How it works
One inquiry, end to end.
An email arrives at 11pm. Diana, your AI event coordinator, takes it from there. Here’s every step between that and a booked lead sitting in your CRM, and exactly where you get a say.
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Inquiry arrives
11:04 PM80 guests · Dec 13
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Availability checked
11:08 PMTripleSeat + Google
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Priced from your packages
11:08 PMComputed, not guessed
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Draft waiting on you
11:09 PMApprove or edit
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Filed into TripleSeat
·Tagged to its own source
Getting started
We do the setup. You approve the output.
There’s no portal to learn and nothing for your IT to run.
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01
You hand over what you already have
Your packages and pricing, your calendar, a handful of past replies so Diana learns the voice. Mostly documents you already keep.
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02
We build and configure it
We structure your pricing, connect your CRM and calendar, set the persona, and wire routing. You are not learning a portal.
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03
You test her in the review queue
Real inquiries, every stage set to Approve. Nothing reaches a customer. You read her drafts, edit what sounds off, and the edits tune her.
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04
You go live at your own pace
Start with everything waiting on approval. Move a stage to Auto when she has earned it, and move it back the same day if she has not.
The walkthrough
Saturday, 11:04 PM.
Your coordinators are working an event. Here’s what happens anyway.
The arrival
She reads it like a coordinator would.
Diana pulls out what a booking actually needs: the date, the guest count, the kind of event. She recognises intent, not just keywords.
Inquiries arrive by email today. Nothing sits in a queue until morning.
Holiday party · December 13
11:04 PM
“Hi! Looking for a space for about 80 people on December 13th. Do you have availability, and what would pricing look like?”
The check
She never offers a date you don't have.
Before she writes a word about availability, she checks your CRM calendar and cross-checks Google Calendar.
If there’s a conflict she doesn’t improvise. She defers the date and flags it to a coordinator.
Checking December 13
- TripleSeat calendar Open
- Google Calendar Open
On a conflict she defers the date and alerts a coordinator instead of offering it.
The number
Every price traces back to your packages.
Per-person rates, minimums, service charges, tax, all pulled from the pricing you configured. The total is computed from those rules.
She is not asked to be good at arithmetic and she is never asked to guess. If a package doesn’t cover the request, she says so.
Quote · Winter Package
- Per-person rate × 80 guests from your package
- Food & beverage minimum from your package
- Service charge your configured %
- Tax your configured %
The gate
Nothing sends until you say so.
With this stage on Approve, her draft waits in the review queue. A coordinator reads it, approves it, or edits it, in one click.
Edits aren’t thrown away. They become tuning signal, so she writes more like your team over time.
Diana’s draft · in your venue’s voice
“Hi Sarah, thanks for reaching out. December 13th is open for 80 guests. Our Winter Package runs at a per-person rate with a food & beverage minimum; I’ve put the all-in total below. Would you like to come see the room this week?”
The handoff
The lead lands in the CRM you already use.
Diana writes it straight into your CRM under a dedicated lead source, so every booking she touches is attributable in your own reporting.
Your CRM stays the system of record. It just stops being the bottleneck.
- Event date
- December 13
- Guest count
- 80
- Event type
- Holiday party
- Lead source
- Gatherset · Diana
Tagged to its own lead source, so everything Diana books is attributable in your reporting.
And then she keeps going
The part everyone forgets.
Most of a booking happens after the first reply. Diana keeps working it.
Quiet-lead nudges
Follows up when a thread goes silent. Paced, capped, then handed to a human.
Pre-event sequence
Guest counts, menu deadlines and day-before logistics, on a schedule.
Rebooking
Re-engages past customers around an anniversary. Warm, never cold, with attribution.
Documents & deposits
Coming soonProposal, contract and payment links, followed up until signed.
Your control
Every stage you just read is a dial.
Off, waiting on your approval, or running on its own. Per venue, reversible any time.
Autopilot & funnel control
Per venue, per stage. Change it whenever you want.
Respond to inquiries
Answer questions, share pricing, packages, and availability
Waits for your one-click approval
Qualify + file the lead
Extract event details and file the lead in your CRM
Waits for your one-click approval
Schedule walkthroughs
Coming soonOffer tour slots from the venue calendar
Not shipped yet
Send proposals
Coming soonSend the proposal link and follow up on revisions
Not shipped yet
Send contracts
Coming soonSend the contract link and watch for the signature
Not shipped yet
Collect the deposit
Coming soonSend the payment link and watch for the deposit
Not shipped yet
Pre-event follow-up
Guest counts, menu deadlines, and day-before logistics
Runs on autopilot
Rebook past customers
Warm anniversary re-engagement, never cold outreach
Your team handles this stage
Review queue
Approve or edit any draft in one click. Your edits teach her.
Per-thread pause
Take over one conversation. Everything else keeps running.
Kill switch
Stop her everywhere, instantly. No tickets, no waiting.
See it run on a real inquiry.
Fifteen minutes. We’ll take an actual email and walk it to a booked lead in a CRM, with the gates set the way you’d want them.