100% Automated — The AI Ecosystem Running Montréal's Top Event Company
Série Conseil is one of Montreal's leading French-language event companies, organizing professional development conferences, corporate events, and leadership forums across Quebec. Their events bring together hundreds of attendees per session, business leaders, executives, and industry professionals from across the French-speaking market. As their event calendar grew, so did the operational load: tracking registrations, building attendance sheets, updating CRM contacts, and sending follow-up emails, none of it automated.
Série Conseil runs high-frequency, high-volume events across Montreal. Each event generated a mountain of manual work: pulling registration data from Livestorm, building attendance sheets from scratch, emailing them to clients, updating HubSpot contacts one by one, and tracking who showed up, who requested follow-up meetings, and who needed post-event outreach. As their calendar grew, this manual pipeline became unmanageable, leaving no time to focus on what actually matters: running great events and converting attendees into clients.
- Manual attendance tracking: sheets built by hand for every single event
- Disconnected CRM: HubSpot contacts updated manually, always lagging behind
- Missed lead capture: registrant emails and SMS interactions not systematically harvested
- No RDV pipeline: appointment requests tracked in spreadsheets with no automation
- Post-event lag: hours of admin after each event before data reached the team
We designed and built a fully automated AI ecosystem on n8n that connects every touchpoint of Série Conseil's event lifecycle, from the moment someone registers to the final CRM update after the event closes. The system runs on intelligent scheduled triggers and conditional logic, so attendance sheets auto-generate and email to clients the moment they're ready, and every night at 11:30 PM on event day HubSpot updates itself, marking each contact Présent or Absent with no human input.
- Auto attendance sheets: generated from Google Drive templates, shared via Outlook, triggered every 30 minutes when ready
- HubSpot CRM sync: attendance status (Présent/Absent), RDV requests, and assets pushed to every contact nightly
- Email & SMS lead capture: every registrant captured into CRM with full status tracking across channels
- RDV appointment pipeline: meeting requests auto-flagged from attendance data and routed to follow-up workflows
- Google Sheets integration: live event registry synced across Livestorm, attendance sheets, and the master events database
- Fully bilingual system: all automations and email templates in French, built for Montreal's market
What used to consume 3 to 5 hours of manual admin per event now takes zero. Attendance sheets are in client inboxes before the team leaves the venue, HubSpot is fully up to date by midnight, and every registrant, present, absent, or RDV-requested, is a properly enriched CRM contact with no one touching a spreadsheet.
The decision to run the HubSpot sync at 11:30 PM nightly rather than immediately was deliberate: it batches all updates after check-in data stabilizes, eliminating the need for conflict resolution logic. That single scheduling choice prevented a whole class of edge cases.
As Série Conseil's event calendar scales, the system scales exactly with it. More events means more automation running, no additional headcount, no process changes, no catch-up admin.
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