Airtable
Automation
Event Production

Automating Acceptance Letters for a Production Company

From Manual Tasks to Smart Automation in Just Two Days

What once took multiple apps, too many clicks, and too much brainpower is now handled automatically. I helped a live event production team replace their tedious PDF generation process with a streamlined Airtable + CraftMyPDF system that saves time, reduces human error, and keeps their internal team focused on what really matters.

Project snapshot

Client: Event Production Company
Project focus: Airtable Workflow + Automated PDF Generation
My time investment: Two half days to update their Airtable base, integrate CraftMyPDF, and build automation. Ongoing monthly support for refinements and troubleshooting.

The challenge

The client produces an annual live event that recruits performers through an application process. Once accepted, each performer receives a custom PDF acceptance letter, but their original process was slow, manual, and error-prone:

Pulling data manually from Airtable
Copy-pasting into Word
Saving as a PDF, renaming files, and drafting emails from scratch
Uploading the final PDF back into Airtable and notifying internal departments

It was a multi-step process requiring attention to detail, pulling team members away from higher-value tasks.

The solution

Using Airtable's existing structure, I made targeted enhancements and added automation tools to eliminate busywork and simplify their workflow.

Added new fields and a custom view for letter generation
Integrated CraftMyPDF to dynamically generate branded, evergreen PDF templates
Wrote and designed acceptance letters that merged data from the original application
Developed an automated email system that sends the letter with attachments and CCs the relevant departments
Conducted a 1:1 live walkthrough and provided a recorded video for team reference
Set up the entire process using the free tier of CraftMyPDF, with no additional costs for the client

Key features

Custom Airtable View

Displays only the fields needed for generating PDFs, making it simple to review and approve before sending.

Automated Emails with Attachments

Acceptance letters are sent automatically to applicants with a clean, professional email, no manual effort required.

CraftMyPDF Integration

Templates are customized for the client's brand and designed to be evergreen, but are easy to edit when updates are needed.

Internal Visibility

Automated CCs to internal teams ensure everyone stays in the loop without additional messages.

The client was already on a monthly support plan, so they'll continue to receive updates, enhancements, and troubleshooting as needed.

The results

The new system has completely changed the way the client handles acceptance letters:

Significant time savings across departments
Consistent communication with participants
Reduced human error from manual typing and file management
Smoother internal collaboration thanks to automatic email CCs

The client was clearly excited during the live review, and the change has empowered their team to focus on bigger priorities as the event draws near.

You don't have to waste time on repetitive tasks either.

Whether you're managing events, members, or applicants, many of your manual processes can be automated with the right tools. Book a Discovery Call to discover how to make your workflow run seamlessly, with solutions that are smart, scalable, and tailored to your team.

Book a Discovery Call

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