100%
Admin processes automated end to end
24/7
Customer enquiries handled automatically
0
Spreadsheets used in daily operations
Live
All systems operational and in production
The Challenge
A growing business constrained
by its own administration.
Diamond Events is a UK-based wedding and events management company handling hundreds of enquiries and bookings each year. Before working with Zarbotics, their entire operation ran on spreadsheets, email chains and manual processes that required constant human attention.
Every new client enquiry needed to be manually logged. Every proposal required hours to compile and format. Every booking confirmation involved back-and-forth communication that could take days to resolve. Every client had to chase the team for updates because there was no self-service option available to them.
Key Pain Points Before Zarbotics
All customer enquiries managed manually via email and WhatsApp with no central system
Proposals compiled manually from scratch for each client, taking several hours each
No client portal — clients had no self-service access to their booking or documents
No CRM — client records scattered across email, WhatsApp and spreadsheets
Growth was constrained by admin capacity — more clients meant more overwhelm
Out-of-hours enquiries received no response until the next working day
The Solution
Four interconnected systems.
One seamless operation.
Zarbotics built a comprehensive custom platform for Diamond Events comprising four interconnected components, each designed to eliminate a specific category of manual work and deliver a professional client experience at every touchpoint.
🌐
Customer Journey Portal
A branded client-facing portal where every Diamond Events customer can log in, view their booking details, access proposals and contracts, track event progress and communicate with the team. Clients have 24/7 self-service access to everything they need.
⚙️
Intelligent Control Panel
A bespoke operations dashboard for the Diamond Events team. All client bookings, stages, documents and communications visible in one place. Automated task assignment, status tracking and team notifications. The team now manages significantly more events with the same headcount.
📄
Automated Proposal System
Proposals that previously took hours to compile manually are now generated automatically from the enquiry details captured through the platform. The team reviews and approves before sending, but the document compilation is handled entirely by the system. Hours of work reduced to minutes of review.
💬
WhatsApp AI Chatbot
An intelligent WhatsApp chatbot powered by the official Business API, connected to an n8n AI agent workflow. New enquiries received via WhatsApp are handled automatically — the AI agent gathers event details, answers questions about services and pricing, qualifies the lead and routes it into the platform with all information captured.
Technology stack:
WhatsApp Business APIn8n (self-hosted)AI Agent (Claude)Custom PHP PlatformMySQL DatabaseStripe PaymentsUK-Based Hosting
The Outcome
An operation that runs
without constant human intervention.
Since the platform went live, Diamond Events operates differently at a fundamental level. Enquiries arrive via WhatsApp at any time of day or night and receive an intelligent, professional response within seconds. The information gathered feeds directly into the control panel. Proposals are generated and ready for team review within minutes of an enquiry being qualified.
Clients log into their portal to check their event status, review documents and communicate with the team — without calling or emailing to ask for updates. The team focuses on delivering exceptional events rather than managing the administrative layer around them.
Growth is no longer constrained by admin capacity. The platform scales as the business does, with no additional administrative overhead required as client volumes increase.
The platform Zarbotics built changed how we operate entirely. We can handle far more clients than before without increasing our admin burden. The WhatsApp bot alone has transformed how we handle initial enquiries.
Diamond Events · UK
Work With Zarbotics
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