Building a Smart Event Management Solution for Engestofte #
The Problem #
Engestofte experienced what initially appeared to be a simple “copy/paste problem”.
However, after analyzing their workflow, we realized the real issue was much deeper:
The same information existed across multiple systems, files, and formats.
Customer data was manually transferred between:
- Emails
- Word documents
- Excel sheets
- Calendars
- Task boards
- Invoices
This created:
- duplicated work
- inconsistent data
- communication errors
- dependency on specific employees
- lack of scalability
The copy/paste itself was only a symptom.
The real problem was the absence of a centralized data source.
Our Solution #
Instead of building “just another website”, we designed a centralized internal management system focused on automation and workflow optimization.
The core idea was simple:
A customer should only need to be created once.
From there, the system should automatically handle the remaining processes.
Example Workflow #
When a customer requests an event, they provide:
- Name
- Event date
- Number of guests
- Menu preferences
- Location
- Budget
- Special requests
- Contact information
Once submitted, the system automatically generates:
- Price offers
- Contracts
- Booking entries
- Calendar events
- Inventory requirements
- Staffing estimates
- Payment status
- Follow-up workflows
This removes the need for repetitive manual administration.
Business Value #
Massive Time Savings #
The system can save several hours of administrative work every week.
Not minutes — hours.
Reduced Errors #
A centralized system ensures that everyone works from the same data source.
This eliminates:
- outdated spreadsheets
- conflicting information
- forgotten updates
- duplicate customer data
Scalability #
The business can handle more customers without hiring additional administrative staff.
That creates long-term operational value.
Reduced Dependency on Individuals #
Instead of relying on employees to remember every detail manually, the system stores and organizes the information automatically.
The workflow becomes process-driven instead of person-dependent.
Improved GDPR & Data Security #
Customer data is stored securely in one centralized system instead of being scattered across emails and personal files.
Technical Solution #
Core Features #
Customer Management #
A structured customer creation flow with:
- Event type
- Guest count
- Budget
- Preferences
- Dates
- Contact details
All stored in a centralized database.
Automated Offer Generation #
Based on predefined templates and customer input, the system can automatically generate professional offers and contracts as PDFs.
Example:
Wedding + 100 guests + buffet
→ Generate offer automatically
Booking Dashboard #
A centralized admin dashboard displaying:
- Upcoming events
- Deadlines
- Payment status
- Staff assignments
- Booking status
Replacing spreadsheet-based planning entirely.
Inventory Integration #
When a customer selects a specific menu or package, the system automatically calculates:
- Ingredients
- Beverages
- Equipment requirements
- Service needs
Automated Communication #
Standardized email workflows for:
- Offer confirmations
- Booking approvals
- Payment reminders
- Follow-up communication
Reducing repetitive manual messaging.
AI-Assisted Customer Contact #
One of the most interesting ideas in the project was redesigning the customer contact flow.
Instead of a traditional contact form, we proposed a guided event inquiry system where customers can select:
- Budget range
- Event category
- Guest count
- Preferences
- Services
This information is then forwarded to an AI-powered chatbot which generates a professional response and offer draft from the owner’s perspective.
Potential future functionality includes:
- AI-generated offers
- Automated customer replies
- One-click email generation
- CRM integration
This creates a faster and more personalized customer experience while reducing administrative workload.
Planned Tech Stack #
Frontend #
- React
Backend #
- Node.js + Express
Database #
- PostgreSQL
Authentication #
- JWT + Role-Based Access Control
Additional Features #
- PDF generation
- Email automation
- AI-assisted responses
Reflection #
This project became much more than a school assignment.
It evolved into a real business-oriented system focused on:
- reducing chaos
- increasing efficiency
- minimizing human error
- improving scalability
The most important realization was that technology should not simply digitize existing problems.
It should redesign workflows entirely.
That mindset became the foundation of our solution.