Active Inclusion Network · Community and events
Active Inclusion Network is a community organisation running hikes and outdoor events for people usually left out of the outdoors. Registrations come in through Eventbrite, and everything downstream used to be manual.
Before
Export, clean, retype, every event
After
Syncs every 4 hours
How it works
A person stays in control here
Someone books on Eventbrite
Pulled every 4 hours
Or instantly, with a button
Cleaned and deduplicated
Filed to the right event tab
Hand edits never overwritten
Welcome email drafted
The coordinator decides when it goes
Their coordinator exported registrations from Eventbrite, cleaned them up, and pasted them into a colour coded spreadsheet, one tab per event. The exports corrupted data on the way through, so the cleanup was not optional. Hours per event, every event.
That spreadsheet was not just a list. It carried her hand edits: cancellations, transfers, payments, the colours that told her where everyone stood. Overwriting those would have been worse than the manual job. So it is append only. Her edits are never touched.
Registrations sync themselves every four hours, plus a button for when she wants them now. Attendees are pulled, cleaned, deduplicated and filed to the right tab. A welcome email is drafted, never sent, so a human still decides. Misspelt tab names route people to an Unrouted list rather than failing the run.
The welcome email had stalled twice, and the reason was where it lived. The HTML sat inside the spreadsheet, so changing a meeting point meant editing markup. We moved it into the workflow and gave her eleven plain English columns instead. Nobody touches HTML to change what the email says.
Their list turned out to be 1,317 registrations. 921 unique people, 584 with marketing consent, 214 who had booked more than once. A real audience nobody was speaking to, sitting in the spreadsheet the whole time.
“It's not complicated, and that's what I think people need. It's not complicated, but it's sophisticated.”
The workflow runs on their own hosting account, in their name. The sheet is theirs. The Eventbrite connection is read only, so nothing can be written back to their event data by mistake.
This was a free build, and it was sold as hands off with no maintenance cost. That is permanent. We do not bill them to keep the registration sync running, and we never will.
“I absolutely love it. It works perfectly, fantastically. It saves a lot of time.” Isma, Active Inclusion Network
Before
3 to 4 hours per client
After
About 10 minutes
Before
Paper forms, rarely typed up
After
Feedback on every booking
Free 30 minute call
You leave with two or three ways to save time, whether we work together or not.