Story-telling

As a first year in a French Business School, I had to do my first six-months internship at the end of the academic year. During this year I developped a strong interest in organizing mutiple events for the enjoyment of the students. Thus it felt very natural for me to look for an internship in the event industry. I worked in a small financial association which organized events and conferences about financial and economic topics. Because of the health context I had to transform all those conferences into webinars. Registrations to webinars were hand-made : Members of the association sent me an e-mail in order to be registered, then I had to fill a spreadhsheet with their personal information and 48h before the event, I had to create a meeting with all their e-mail adresses. It was a very long and boring task. Today thanks to Zapier I am able to create a workflow aiming to simplify this very annoying task for my successors.

How can we automate this boring task ?

I decided to use Zapier, a platform which provides many APIs from many existing apps. As usual during my internship I created a spreadsheet with the information related to the member who wanted to participate to webinar. Important information were :their names, their last names and their email adresses.




I chose the app Microsoft Excel where the spreadsheet was stored. The event must be triggered everytime the row "email adress" is updated (which means everytime we add a new participant or each time we modify one's email adress).







Once this step is done, I linked this application's API to an other one : Zoom's API, where the webinar took place. This way each time a new email adress was implemented in the registration spreadsheet, a new participant was added to the webinar on Zoom. Other information such as the name and the last name of the participant were also filled in the zoom's webinar. Furthermore every participant received instantly a confirmation email from Zoom with the webinar's link.

Who is it for?

This service is adressed to small structures (such as associations, very small business) which can't afford a very developped CRM (Customer relationship management). A CRM is a technology which is able to manage relationships of a company a its interactions with customers and potential customers. However such technology costs a lot, especially to associations which only relie on their members and volonteers and which often have other heavy costs to support (such as infrastructures). This free service could be a non-negligible help to users. This service is also a real time saver, allowing users to avoid entering one by one all of the adresses of the webinar's participants (the same way I had to do it in my previous internship).