Custom Booking & Automation Dashboard for Training Events
Budget: $150 – $300 USD
Overview:
We are seeking a developer to build a custom dashboard that tracks bookings received by email, groups them by event date and location, and triggers automated actions such as messaging, certificate generation, and membership access.
The goal is to streamline administrative processes, ensure participants receive timely communication, and maintain accurate records of event participation, with flexibility for manual updates when needed.
Key Features and Functionality
1. Email Parsing
Monitor a connected inbox for new booking emails.
Extract the following details:
Booking reference, name, email, phone number.
Event name, date(s), location.
Course or package selected.
Automatically create a new event record if the date and location combination does not already exist.
2. Web-Based Dashboard
Central dashboard to view:
Upcoming events grouped by date and location.
Delegate details: name, contact information, selected course option.
Editable field for WhatsApp group link.
Admin functionality:
Edit or remove delegates (e.g., if they change their booking).
Mark events as completed.
Add internal notes.
Filters to view events by date, location, or status (e.g., upcoming, completed).
3. Automated Messaging
Trigger actions based on course dates:
On booking:
Send confirmation email and/or SMS (via Brevo or Twilio).
Seven days before the course:
Send reminder email with event details and WhatsApp group link.
Two days before the course:
Send final reminder email and SMS.
Three days before the course:
Generate a batch of certificates for all attendees.
Email or provide download link to admin for printing.
After the course:
Send follow-up email with certificate download and additional post-course resources.
4. Certificate Generation
Automatically generate individual certificates in PDF format using:
Canva API (preferred), or another PDF generator.
Each certificate should include:
Delegate name, course title, event location, and completion date.
Generate two versions:
One batch version for admin use.
One individual version emailed to each participant.
5. Membership Access (WordPress)
After course completion:
Automatically create a new user in WordPress using a membership plugin.
Assign 12-month access.
Send login details via email.
6. WhatsApp and SMS Integration
Use Brevo or Twilio to send SMS messages.
Admin can manually create a WhatsApp group and paste the invite link into the dashboard.
The invite link is included in reminders sent 7 and 2 days before the course.
7. Handling Booking Changes or Cancellations
Admin must be able to remove or edit a delegate’s booking.
If removed, the delegate should no longer receive any messages associated with that course.
Technical Preferences
Frontend: Clean, responsive dashboard (Tailwind CSS or Bootstrap preferred).
Backend: Node.js, Python, or PHP.
Database: MySQL, Firebase, Supabase, or similar.
Integrations:
Gmail or IMAP email parsing.
Canva API or alternative PDF generation service.
Brevo for transactional emails and SMS.
WordPress REST API for membership integration.
Deliverables
Fully functional and hosted dashboard.
Automated email and SMS workflows.
Certificate generation system.
WordPress membership integration.
Admin guide with usage instructions.
Source code with clear documentation.
Timeline
Delivery required within 14 days of project start.
Ideal Freelancer
Proven experience in full-stack web development.
Confident with API integrations (Gmail, Brevo, Canva, WordPress).
Strong understanding of event-based or booking-based workflows.
Clear communication and well-structured code.
We are seeking a developer to build a custom dashboard that tracks bookings received by email, groups them by event date and location, and triggers automated actions such as messaging, certificate generation, and membership access.
The goal is to streamline administrative processes, ensure participants receive timely communication, and maintain accurate records of event participation, with flexibility for manual updates when needed.
Key Features and Functionality
1. Email Parsing
Monitor a connected inbox for new booking emails.
Extract the following details:
Booking reference, name, email, phone number.
Event name, date(s), location.
Course or package selected.
Automatically create a new event record if the date and location combination does not already exist.
2. Web-Based Dashboard
Central dashboard to view:
Upcoming events grouped by date and location.
Delegate details: name, contact information, selected course option.
Editable field for WhatsApp group link.
Admin functionality:
Edit or remove delegates (e.g., if they change their booking).
Mark events as completed.
Add internal notes.
Filters to view events by date, location, or status (e.g., upcoming, completed).
3. Automated Messaging
Trigger actions based on course dates:
On booking:
Send confirmation email and/or SMS (via Brevo or Twilio).
Seven days before the course:
Send reminder email with event details and WhatsApp group link.
Two days before the course:
Send final reminder email and SMS.
Three days before the course:
Generate a batch of certificates for all attendees.
Email or provide download link to admin for printing.
After the course:
Send follow-up email with certificate download and additional post-course resources.
4. Certificate Generation
Automatically generate individual certificates in PDF format using:
Canva API (preferred), or another PDF generator.
Each certificate should include:
Delegate name, course title, event location, and completion date.
Generate two versions:
One batch version for admin use.
One individual version emailed to each participant.
5. Membership Access (WordPress)
After course completion:
Automatically create a new user in WordPress using a membership plugin.
Assign 12-month access.
Send login details via email.
6. WhatsApp and SMS Integration
Use Brevo or Twilio to send SMS messages.
Admin can manually create a WhatsApp group and paste the invite link into the dashboard.
The invite link is included in reminders sent 7 and 2 days before the course.
7. Handling Booking Changes or Cancellations
Admin must be able to remove or edit a delegate’s booking.
If removed, the delegate should no longer receive any messages associated with that course.
Technical Preferences
Frontend: Clean, responsive dashboard (Tailwind CSS or Bootstrap preferred).
Backend: Node.js, Python, or PHP.
Database: MySQL, Firebase, Supabase, or similar.
Integrations:
Gmail or IMAP email parsing.
Canva API or alternative PDF generation service.
Brevo for transactional emails and SMS.
WordPress REST API for membership integration.
Deliverables
Fully functional and hosted dashboard.
Automated email and SMS workflows.
Certificate generation system.
WordPress membership integration.
Admin guide with usage instructions.
Source code with clear documentation.
Timeline
Delivery required within 14 days of project start.
Ideal Freelancer
Proven experience in full-stack web development.
Confident with API integrations (Gmail, Brevo, Canva, WordPress).
Strong understanding of event-based or booking-based workflows.
Clear communication and well-structured code.