Case study · Custom software and workflow automation
From a full inbox to a ready meeting list, every morning.
A US coaching and education business invites its new leads to a live online group session every weekday. One person used to do it by hand each morning. We built a portal where automation does the repetitive work and the team makes the decisions.
- new leads every weekday, handled by one person
- 10–50new leads every weekday, handled by one person
- for the morning routine on a busy day
- 2 h → 15 minfor the morning routine on a busy day
- invitations for every lead, not just a few
- Email + SMSinvitations for every lead, not just a few
- Client
- Coaching and education business running daily live online sessions
- Region
- United States
- Our role
- Custom software and workflow automation, with a US implementation partner
- Connected to
- Business mailbox, n8n workflows, Zoom, an SMS platform and email delivery
The challenge
One person, one inbox, every morning
The client fills a live online session every weekday with people who have just asked for information through its website and advertising campaigns. Between 10 and 50 new leads arrive each day, as notification emails from different sources.
Every morning, one person went through the inbox, copied each lead’s details, created the meeting and sent the link to every participant, one by one. Whether someone had been invited before, or had already attended, depended on that person remembering. Text messages could only be sent by hand, so most leads never got one.
On a busy day that took up to two hours, and nobody could say which campaigns brought the people who actually showed up.
The solution
Automation does the routine, people make the calls
Leads arrive on their own
New leads are picked up from the business mailbox and from the client’s automation workflows, turned into clean records and checked for duplicates. Nobody copies details out of an email anymore.
Rules decide the clear cases
Returning leads are recognised automatically. Clear-cut cases are approved or set aside by rules the team controls, and everything else waits for a person.
The morning review on one screen
Before each session, one view shows who is assigned, who is approved and waiting, who was set aside and who still needs a decision. A summary email arrives at a set time each morning.
Daily sessions, filled automatically
Approved leads are assigned to the next session, and the meeting link is created and attached by the workflow. Attendance is recorded per lead after each session.
Invitations by email and SMS
Every participant gets the link by email and text message, from templates the team can edit. Each message is tracked as sent or failed, so nobody falls through the cracks.
Campaign figures, at last
Leads, approvals and attendance per campaign over time, so the team can see which campaigns bring people who actually join, not just people who sign up.
In use
The morning review, the lead’s phone and the campaigns
Illustrations with invented data. The client’s real screens stay confidential.
| Lead | Received | Campaign | History | Status |
|---|---|---|---|---|
| Jordan P. | 06:42 | Spring webinar | New | Assigned |
| Alicia R. | 06:57 | Search ads | New | Assigned |
| Marcus T. | 07:10 | Partner list | Seen before | Needs review |
| Dana K. | 07:18 | Social ads | Attended before | Set aside |
| Lena W. | 07:31 | Search ads | New | Waiting |
Messages
Today
8:05 AM
9:45 AM
| Campaign | Leads | Approved | Attended | Attendance rate |
|---|---|---|---|---|
| Spring webinar | 212 | 168 | 71 | 33% |
| Search ads | 184 | 139 | 52 | 28% |
| Partner list | 61 | 44 | 23 | 38% |
| Social ads | 143 | 97 | 24 | 17% |
Integrations
What flows where
- Mailbox
Lead notification emails
Read from the business mailbox and turned into lead records, whichever form or lead source sent them.
- APIn8n
Leads from automation workflows
Accepted through an authenticated API that safely ignores repeated deliveries of the same lead.
- Zoom
Sessions and attendance
The meeting link is attached to each session, and attendance comes back per lead after it ends.
- EmailSMS
Invitations and reminders
Sent from editable templates through the client’s workflows, with the status of every message kept in the portal.
- SMS platform
Contacts
New contacts are passed to the client’s SMS platform, so conversations continue where the team already works.
People in charge
The team decides, the portal does the rest
Nothing reaches a lead until someone on the team sends the invitations. The rules only handle the cases the team has defined, and every automatic decision is recorded with its reason, so it can always be checked.
Every incoming email, API call and outgoing message is logged, so when something goes wrong it can be traced in minutes instead of guessed at.
This is what ZendoAI does for businessesTime back
About an hour back, every weekday
Before, each lead took a couple of minutes of copying, checking and sending, on top of setting up the day’s meeting. On a busy morning that added up to two hours, and text messages were the first thing left out.
Now the person in charge only reviews what the rules could not decide and sends the invitations. That takes five to twenty minutes, however many leads came in.
| Leads that morning | Before | Now | Saved |
|---|---|---|---|
| 10 | ~30 min | ~5 min | ~25 min |
| 30 | ~1¼ h | 10–15 min | ~1 h |
| 50 | ~2 h | 15–20 min | ~1¾ h |
The outcome
A morning routine that runs itself
- The morning routine went from up to two hours to about fifteen minutes.
- Lead details are never copied by hand; every lead arrives as a clean record.
- Returning leads are recognised every time, not only when someone remembers.
- Every participant gets the meeting link by email and by text message.
- The daily process no longer depends on one person being at their desk.
- For the first time, the team can see which campaigns bring people who attend.
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