Intake & Records
Jotform submissions auto-create ClickUp tasks for each wedding and party member.
Elegant Occasions needed one command center to track every wedding party member - fittings, SMS outreach, bookings, and exceptions - without staff jumping between four different apps.
Coordinating fittings for an entire wedding party is far more complex than scheduling a single appointment. Staff were switching between Jotform, SimplyBook, EZ Texting, and manual records just to know who had booked, responded, or still needed a reminder.
shmai mapped the full coordination journey and built a connected workflow around the tools Elegant Occasions already used. ClickUp became the operational hub while Zapier orchestrated data movement, timing rules, and exception paths - saving 5–10 administrative hours every week.
Six pipelines working as one system - from intake through completed fittings.
Jotform submissions auto-create ClickUp tasks for each wedding and party member.
Status-based fitting reminders at 90, 3, and 7 days - only when needed.
SimplyBook bookings, reschedules, and cancellations update ClickUp live.
AI drafts routine SMS replies; complex cases route to staff as tasks.
From intake to exception handling - every step connected through Zapier.
Each submission creates a parent ClickUp task plus linked subtasks for every party member.
Eligible participants without bookings receive personalized SMS with scheduling links.
Three-day and seven-day reminders fire only when no appointment is detected.
Bookings update the correct record - unmatched ones create review tasks.
No rip-and-replace - we connected the apps the team already trusted.
Automation removed repetitive coordination work while keeping human review for every exception.
Real workflows, real results - built by shmai.
If fittings, SMS, and bookings still live in separate tools, we'll map the process and connect the systems you already use.