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CRM System for artists managers

CRM System with geo-tagging feature for relation management between event studios and artists

Client

Event Studio, that collaborates with many artists and organizes their event ideas namely exhibitions, performances, installations, presentations, openings.

6 months (MVP development)

Project duration

SERVICES WE PROVIDED

CRM Development

Custom Software Development

Challenges

The company has more than 10 event managers. They are responsible for the organizational procedures – from discussing the concept to the choice of location and publication of the announcement. Before the automation and implementation of CRM, the studio organized up to 100 events per year.

Previously, event managers communicated with artists in different channels (calls, messengers, emails), used common Google tables to record agreements and organizational issues, and the concept was coordinated with the top manager in a free mode.

The effectiveness of the Event Studio was not recorded in any way. To contact the event studio, artists had to fill out a Google form or call a familiar manager directly. Also, the locations of the agency are very scattered geographically. This made it difficult to track work progress.

Solution

Registration and idea sending. We have created a website on which artists can create their personal accounts and use them to communicate with the event organizer. There are application forms for the event ideas and a pipeline of approving projects. The website is integrated with developed CRM, so as soon as the artist adds his personal account, his contacts, and event ideas appear in the CRM.

Artist base management. Managers can make both individual and corporate artist profiles by filling in the form. The profiles of those who have registered on the site are created automatically in the CRM.

Event planning pipeline. In order to display the entire process of approving an event in a convenient form, we suggested adding pipelines.

Advanced analytics and reporting. The higher executives can analyze a manager’s performance through comprehensive visualized reports containing such metrics as events per time period, locations, event manager, and more.

Geo-tagging. We have implemented a map inside the system that displays events in real-time as well as the comments on them. There are also functions for filtering locations by events and thematic tags, showing custom markers on the map and information about the event and the organizer. We used Google Maps and the Maps JavaScript API.

CORE FEATURES WE IMPLEMENTED

Implemented access to the tool for managers and artists

View and manage artists’ profile

Using geo-tagging for showing all available locations on the map

Built-in map

The transition of the project to a new stage through the pipeline

Reporting: a set of reports to track efficiency, event statuses, and financials

Built-in chat to clarify the nuances of projects

TEAM COMPOSITION

3 Full-Stack Software Engineers

3 Quality Assurance Engineers

1 Business Analyst

1 Project Manager