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An events agency

From the enquiry to the feedback form, one thread

Leads, proposals, contracts, vendors, budgets and feedback spread across tools, with each event rebuilt from scratch. Now one thread from the first enquiry through to the feedback form, with the budget visible while the event runs.

Use cases  ·  media and events

What changed

  • Leads scored and assigned automatically instead of distributed by hand
  • Proposals generated from the enquiry, and contracts signed digitally
  • Budget and expense tracked against the event, not reconciled after it
  • Post-event feedback collected and reported against the same record

Author

Iswariya Mohan Iswariya MohanProject Manager
Zoho CRMZoho ProjectsZoho CreatorZoho WorkDriveZoho SignZoho SurveyZoho Analytics
SOURCE SYSTEMS BUILT AND RUN BY US WHERE IT GOES Enquiries CRM CAPTURE 1 event leads Clients ZOHO SIGN 2 approvals and signatures Attendees ZOHO SURVEY 3 post-event feedback ZOHO PLATFORM Zoho CRM 4 Lead scoring and assignment Proposal automation Zoho Projects, Creator 5 Event workflows and tasks Vendors Budget and expense Zoho WorkDrive, Sign 6 Documents in one place Contracts signed digitally Event managers DASHBOARDS 7 tasks and budget as they move Clients DIGITAL DELIVERY 8 proposals and contracts Management ZOHO ANALYTICS 9 reporting across events Used by: Sales, Event managers, Production, Finance
Enquiries enter Zoho CRM where leads are scored and assigned, proposals and contracts are generated and signed, while Projects and Creator carry event delivery, tasks, vendors and budgets, WorkDrive holds the documents and Survey collects feedback, all reporting through Analytics.

Where they started

An events agency handling leads, client relationships, proposals, contracts, events, tasks, vendors, budgets, documents and feedback in separate places. Each event was assembled from whichever tool held the relevant piece, and the budget position was usually known properly only once the event was over.

What we built

One thread across the Zoho ecosystem. CRM carries lead management, scoring and assignment, and generates proposals from the enquiry; contracts are signed digitally rather than printed. Event workflows, task management, vendors, and budget and expense tracking run alongside in Projects and Creator, with documents held in WorkDrive where the whole team can reach them.

After the event, feedback is collected through Survey and reported against the same record as the budget and the tasks, so the next proposal is written with the last event’s numbers in view.

All work