CRM automation for cultural visits
From fragmented Excel management to a centralized ecosystem: capture, tracking, analysis in a unified system
Context and Issue
Paris Antoinette organizes cultural visits in Parisian museums for school groups and non-school groups. The manager was handling all the activity alone with a critical problem: a cumbersome Excel spreadsheet that paralyzed his daily routine.
Different scattered tools, dispersed data, no overall vision. He was wasting considerable time navigating between his files without being able to quickly visualize the status of his visits. This disorganization prevented him from focusing on what mattered most: developing his business and supporting his clients.
Objective: to transform this administrative jungle into a centralized, visual, and efficient system. Paris Antoinette needed to regain time and clarity to smoothly manage her cultural visits.
Method
We started with a complete audit of the existing activity. This phase allowed us to map precisely how the manager operated daily and where he was losing time.
The approach was structured into several stages: in-depth audit, proposal of adapted architecture, realization of the system, collaborative revision, delivery, and practical demonstrations.
This methodology led us to a logical architecture: each type of information finds its natural place in an interconnected ecosystem. We prioritized ease of use and intuitive navigation so that the manager could immediately adopt her new tool.
Deployed Systems
Complete Centralized Notion CRM
We created an ecosystem of interconnected databases that centralizes the entirety of the activity: locations, paths, visits, contacts, projects, and tasks.
The architecture is based on a simple business logic: each location contains several paths, each visit corresponds to a path made at a given moment. This interconnection eliminates duplicates and ensures data consistency.
The system naturally structures the workflow: from managing cultural sites to monitoring client projects, including visit programming and capitalizing on contextual notes.
Optimized Navigation and Visual Indicators
The system integrates filtered views allowing users to see only the essentials based on context. No more navigating through endless tables.
We deployed visual indicators in the form of checkboxes to instantly check if a visit is ready. A quick glance is enough to identify missing elements.
Integrated Practical Features
The CRM includes simple financial calculations to facilitate estimates and invoicing. Quick action buttons provide direct access to the most used functions.
User-friendly navigation ensures immediate usability. Each element is designed to optimize the daily workflow of the manager.
Business Impacts
No more Excel spreadsheet chaos
Paris Antoinette now has a centralized system that definitively replaces the scattered use of Excel. All information is logically organized and accessible in just a few clicks.
Instant overview of activity
Visual indicators allow the status of each scheduled visit to be checked at a glance. The manager immediately identifies priority actions and can anticipate needs.
Operational time savings
Optimized navigation and filtered views eliminate tedious searches. The manager focuses on their core business rather than on administrative tasks.
Scalable technical foundation
The delivered CRM is fully automatable for a future phase 2. The architecture prepares Paris Antoinette to integrate advanced automations based on its development needs.
This solid technical foundation will support the company's growth while preserving the operational efficiency achieved.
