Event Planning & Project CoordinationPurpose
1.2. Automates identification of potential vendors, distributes requirements, evaluates responses, schedules meetings, tracks communications (email, SMS), and consolidates vendor information for rapid selection and onboarding.
1.3. Integrates multi-channel communication, auto-reminders, compliance checks, budget tracking, document management, and approval processes to streamline the vendor engagement lifecycle.
Trigger Conditions
2.2. Submission of a vendor request form by planners.
2.3. Receipt or forwarding of a client brief containing vendor requirements.
2.4. Scheduled review periods for sourcing or contract renewal.
2.5. Arrival of vendor replies, document changes, or deadline reminders.
Platform Variants
- Feature/Setting: Automate record creation via "Automations" > "When record matches conditions" for sourcing workflows.
3.2. Slack
- Feature/Setting: Automates notifications to channels using "Incoming Webhooks" and the Workflow Builder for vendor status updates.
3.3. Twilio SMS
- Feature/Setting: Automates SMS reminders and vendor follow-ups through the "Programmable Messaging API".
3.4. Gmail
- Feature/Setting: Automate email alerts with "Apps Script" triggers for vendor invites and responses.
3.5. Outlook 365
- Feature/Setting: Automates email-based invitations and updates with "Power Automate" connectors.
3.6. Google Drive
- Feature/Setting: Automates vendor document collection by creating shared drives using "Drive API".
3.7. Docusign
- Feature/Setting: Automates contract execution via the "Envelope API" for sending and tracking e-signature requests.
3.8. Asana
- Feature/Setting: Automates task assignments and status alerts with "Rules" for sourcing and follow-up.
3.9. Monday.com
- Feature/Setting: Automator for updating vendor status columns on workflow triggers.
3.10. Notion
- Feature/Setting: Automates database relations to track vendor sourcing stages via the "Notion API".
3.11. Zapier
- Feature/Setting: Automates multi-step vendor workflows by connecting forms, emails, and spreadsheets.
3.12. Salesforce
- Feature/Setting: Automates lead and opportunity management for vendors by configuring "Process Builder" or "Flow".
3.13. HubSpot
- Feature/Setting: Automates vendor pipeline and email sequences via the "Workflows Tool".
3.14. PandaDoc
- Feature/Setting: Automator for sending, receiving, and tracking vendor agreement documents.
3.15. Trello
- Feature/Setting: Automates board card movements and vendor checklists using "Butler Automation".
3.16. Microsoft Teams
- Feature/Setting: Automates vendor alerts with "Teams webhook integration".
3.17. Google Forms
- Feature/Setting: Automates sourcing requests and feedback via "Form Submit" triggers to workflows.
3.18. Calendly
- Feature/Setting: Automates vendor meeting scheduling using the "Calendly API", with auto-reminders sent on booking.
3.19. Dropbox
- Feature/Setting: Automates secure document exchange by configuring "Dropbox API" for vendor folder access.
3.20. QuickBooks
- Feature/Setting: Automates vendor payment and PO tracking using the "API endpoint" for Bills and Expenses.
3.21. Smartsheet
- Feature/Setting: Automates vendor lists and approval routing through "Automation Rules".
3.22. ClickUp
- Feature/Setting: Automates project tasks and vendor communications with "Automations" for comment and status updates.
3.23. Mailchimp
- Feature/Setting: Automates bulk vendor announcement or update emails via the "Campaigns API".
Benefits
4.2. Automatedly consolidates all communications and documents for fast retrieval.
4.3. Automates reminders, ensuring no vendor deadlines are missed.
4.4. Automates compliance and approval, lowering manual errors.
4.5. Automating vendor engagement improves consistency and frees human resources for more strategic tasks.
4.6. Automate analysis and reporting for better vendor decision-making.
4.7. Automates follow-ups, increasing vendor response rates.