Imagine this: you’ve got a few months and a fixed budget to deliver an internal company conference for about 150 people. You’ve got half the employees local to Melbourne and half travelling in from Sydney. All you have to do is book the venue, make sure all travellers have flights, hotels, airport transfers, no one gets lost and everyone has a good time.
That’s the situation Danielle, personal assistant at SEEK Learning, found herself in. So she pulled up Excel and got to work. Before she knew it she was drowning in spreadsheets. She had one sheet for the venue, one sheet for the hotel rooms, one sheet for the locals, one sheet for the flights, and then variations on those for particular people. None of them linked up and changes to one did not flow through to the others.
The corporate travel agency was sending her confirmations for flights in PDF form, one for each individual. Change requests from travellers came in via email. The hotel was sending her a single PDF with the room assignments displayed in an odd way. There was no quick way to match them up and know that all the changes had been confirmed and all the errors had been caught.
The day was rapidly approaching when the final notifications to staff needed to be sent and she dreaded having to merge everything into individualised emails. Did everyone have a room booking that matched their flight arrival/departure? Did they have the right roommate? If they weren’t sharing a room, did the hotel know to charge them for half the rate?
YouLi pulled it all together into one interface that:
- visually displayed any mismatched flights/hotel rooms
- tracked travel details per employee
- reported on travellers by flight to ensure compliance with risk management policies
- gave her the ability to send only the relevant details via email to each employee
- flagged employees that needed special actions
- confirmed room pairings
- recorded a change log to know what had been updated when
So Danielle could send all the necessary messages with confidence that the data was correct, the bookings matched the plans, and all of it was within budget.
“The visualisations, reports and change log allowed me to see what was relevant and make decisions with confidence. It took less time to finalise because I didn’t feel the need to triple check!” – Danielle
YouLi produced a manifest for the airport shuttle the morning of the event so Danielle knew exactly who was supposed to be on it and everyone made it where they were supposed to be.
With everything settled faster than expected, Danielle could focus on the fun stuff and impressed the team with her airbrushing makeup skills as a mermaid for the nautical themed party that night.
Let YouLi give you the confidence to enjoy the party knowing that everyone has the correct personalised information.