Automating Booking Workflow for Event Band
From Inbox Chaos to an Automated, Consistent Booking System
The Plectrums perform at weddings, corporate events, and private functions across Scotland. While their performances ran like clockwork, their booking workflow didn’t.
Enquiries arrived daily, often late at night or during live gigs, and every response required manual effort: checking availability, writing replies, following up, updating spreadsheets, adding clients to a CRM, and confirming dates.
The result? Slow response times, lost leads, long admin hours, and an inconsistent client experience.
They approached Dynamic Minds to help them reduce manual work, improve response speed, and create a workflow that could scale with demand.
Too Many Enquiries, Too Much Admin
Before working with us, The Plectrums relied on:
manual email replies
a shared calendar checked by hand
back-and-forth messages
reminders that often slipped through the cracks
manual CRM updates
inconsistent follow-up
For a high-volume band, this workflow wasn’t sustainable. It slowed down conversions and drained time that could be spent on rehearsals, performances, and client calls.
Their challenge was clear:
How can we reduce admin hours, give clients instant answers, and automate repetitive tasks without losing the personal touch?
How can we reduce admin hours, give clients instant answers, and automate repetitive tasks without losing the personal touch?
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SOLUTIONS
A Fully Automated AI Booking Workflow
Dynamic Minds designed and implemented a customised automation system built specifically around The Plectrums’ needs.
The new workflow includes:
✔ Instant personalised responses
Clients now receive emails customised with their name, date, and venue — within seconds of enquiring.
✔ Automated calendar availability checks
AI checks the band’s calendar in real time and responds accordingly.
✔ Smart follow-ups
If clients don’t reply, the system sends a warm reminder automatically.
✔ Google Sheets CRM integration
Every enquiry is logged instantly, ensuring nothing gets lost and the full band stays aligned.
✔ Cleaner, faster, more consistent communication
Every response is on-brand, accurate, and delivered instantly.
Instead of juggling admin in between gigs, rehearsals, and travel, the band now has a system that works even while they’re performing.
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RESULTS
A Better Client Experience
Couples and corporate clients now receive replies within minutes — not hours — which directly increases bookings.
The Plectrums also benefit from clearer organisation, fewer mistakes, and a smoother path from enquiry to confirmed event.
To read the full story from The Plectrums’ perspective, read the complete article here.
5 Hrs
Saved weekly on admin
80%
Less manual communication
2x
Booking conversion rate
The automation system Dynamic Minds built for us is unreal. Our inbox used to be chaos. Now clients get personalised replies instantly and our whole workflow runs itself. We’ve never been this organised or this quick.”
The Plectrums
Wedding Band
