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Imagine managing the many facets of a dynamic musician and DJ collective being as harmonious as a perfectly conducted orchestra — where every process, from business initiation to invoicing, is seamlessly intertwined. That's the tune we're playing in this case study! We have transformed a complicated task concert into a lovely symphony by using a combination of cutting-edge platforms such as Airtable, HubSpot, ClickUp, Lexoffice, dropbox, SendGrid and Typeform who have used all masterfully over Make were orchestrated. Have you become curious? Then let's dive into the high notes of this digital symphony!

Facing music: The challenge of coordinating a dynamic music collective

Leading a dynamic collective of musicians and DJs is like trying to conduct a symphony without a score. The goal was clear — everything should come from a single platform Hubspot, can be managed from and synchronized with other platforms. But the process was more disharmonious than harmonious.

The collective needed a way to automatically select musicians, taking into account variables such as location and rating, and to send their customers the best possible options. This was a key factor in improving the customer experience and maintaining business rhythm.

The organization of the event was also another stumbling block. To ensure the success of the event, it was important to plan every step of the event. The use of Clickup For this purpose, another platform came into play, which further complicated the process.

The increasing cacophony of managing these various, disconnected platforms threatened to disrupt the collective's harmony, requiring a smoother, better-orchestrated solution.

Symphony of solutions: Automating the management of the music collective

The path to harmony began with automating a number of key processes:

1. Deal creation - Our automation starts with creating deals in Hubspot, the most important management platform.

2nd Search for and select musicians - A tailor-made search by region and rating automatically selects the right musicians for the customers and thus ensures an optimal match every time.

3rd Preparation and submission of offers- Automation creates an offer that is sent directly to the customer, which significantly reduces manual work.

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4th Invoicing and delivery - Advance and final invoices are automatically created and sent to the customer for various types of events. For events such as “Destination Wedding” and “Wedding”, a 50% down payment invoice is first created, followed by a final invoice for the remaining amount. For other events, the entire invoice is issued at once. All invoices are processed in dropbox and Hubspot saved so that they are easy to access.

5th Reminder system - To ensure that everyone stays in sync, automatic reminders are set up for organizers, musicians, and customers.

A number of platforms were used to enable this automation: Airtable, Hubspot, ClickUp, Lexoffice, dropbox, Sendgrid and Typeform. The joint management of these platforms was Make, which effectively synchronized them to create a harmonized workflow.

Special triggers have been defined for important scenarios such as the creation of order confirmations and down payment invoices. For example, if the “Order Confirmation/Down Payment Invoice” field in Hubspot is set to “Create Order Confirmation/Down Payment Invoice” and there is an offer ID, the system starts the automatic sequence, i.e. retrieving business information, creating order confirmations, and saving documents to Dropbox and Hubspot.

When the “Create an offer?” field When set to “Yes” in Hubspot, another chain of automated actions begins, such as verifying business amounts, linking contacts, updating Lexoffice, creating draft offers, notifying HubSpot users, and organizing files in Dropbox.

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The automation process turned dissonances into harmony and created a synchronized and streamlined system for managing a dynamic music collective.

The high notes meetings: Impressive results of automation

The impact of automation was staggering. What was once a cacophony of disconnected tasks has become a well-orchestrated symphony of seamless processes.

Increased efficiency: By automating deal creation, musician selection, offer preparation and invoicing, the members of the collective were able to dedicate their time to promoting their creative work instead of getting involved in administrative work. They could now manage everything from a single platform — Hubspot, which was seamlessly synced with all other tools.

Improved customer experience: Automating the selection of musicians based on area and evaluation ensured that customers always received optimal recommendations. The fast and efficient delivery of offers and invoices also significantly improved customer interaction and satisfaction.

Improved event planning: Automation also extended to event planning with ClickUp: Since every step is clearly defined and automatic reminders are set, event organization became more structured and less stressful, resulting in more successful and smoother events.

Greater accuracy: The creation of draft offers, the linking of offers with contacts and the creation of order confirmations and invoices were automated. As a result, the possibility of human error was significantly reduced and a high level of accuracy in all processes was ensured.

In short, the automation solution transformed a jumble of disharmonious tasks into a harmonious rhythm that led the collective to greater success. In this way, musicians and DJs were able to strike the right note with their customers and create unforgettable experiences.