How Let's GoCook Automated Customer Service and Event Planning

!The Challenge

Every enquiry about a workshop, event or venue hire means establishing the type of event, date, number of guests, budget and expectations. Then comes an offer with programme, menu option, extra services and pricing, and after acceptance the arrangements must reach the kitchen, service staff and organisers.

⚡Our Solution

We implemented three automation areas and an add-on module. AI prepares data, replies and drafts, and the GoCook team makes the decisions:

• ✓Workshop and event enquiries: AI analyses messages, recognises the type of event and organises the date, number of guests, budget and expectations. The enquiry goes into a shared register with a summary and the correspondence history. When details are missing, AI drafts a reply with questions; answers about how workshops run come from an approved knowledge base, and unusual cases go to a team member.
• ✓Personalised offers: a draft proposal with programme, menu option, extra services and pricing, with prices from the approved price list and rules. The account manager checks and approves the offer, and the system sends reminders about unanswered offers and suggests follow-up messages.
• ✓Event sheet after acceptance: date, times, number of guests, menu, venue and extra services in one place, passed to the kitchen, service staff and organisers. Reminders about the final guest count, details for documents and closing the arrangements, plus a team summary before the event; final confirmation belongs to the coordinator.
• ✓AI phone assistant (add-on module): answers when the team cannot, gives basic information about the offer and collects the type of event, date, group size and contact details. A team member gets a note and a follow-up task; the assistant does not confirm availability or prices.

📈Implementation summary

For Let's GoCook we implemented a shared enquiry register, draft offers based on the approved price list, an event sheet after acceptance and an optional phone assistant. AI organises data and prepares replies, offers and reminders; account managers and the coordinator approve them.