Event-day calls put through to the operations lead
At 11:20 an office manager calls: the lunch for 45 isn't there and the meeting starts at noon. Emma finds the event, sees the van is 12 minutes out, tells her so, and puts her through to the operations lead with the details already read out.
A client, planner or venue calls on the day of an event.
Finds the event and the delivery, gives what it can see, and warm-transfers to the operations lead.
Operations briefed before they answer, and every day-of call logged on the event.
How it works
- Finds the event
By the client, the venue or the date. It knows which van is on it and who's leading the crew.
- Gives what it can see
The van's ETA from your delivery tracking, or that the crew checked in at the venue at 2:10.
- Takes the change
Twelve more guests, a moved start time, the side door instead of the loading dock. Written down exactly.
- Puts operations on
A short private summary first, then the call. The operations lead doesn't have to ask what event it is.
- Reaches the crew if operations can't
If the operations lead doesn't pick up, the crew lead on site gets a text and the client hears who's coming.
- Keeps the day on record
Every call on the event, so the owner can see on Monday what went wrong and where.
Example call
- CustomerHi, it's Mark at Harbourline. Our lunch for 45 isn't here and the meeting is at noon.
- AI agentSorry for the worry, Mark. I can see your order on the van with Luis, and it's about 12 minutes away. There was traffic on the Gardiner.
- CustomerOkay. Can they bring it straight up to the 4th floor? Security is slow.
- AI agentI'll put you through to Dana, our operations lead, so she can sort that out with Luis. I'll tell her first so you don't have to explain.
- AI agent(privately, to Dana) Harbourline, 45 lunches, Luis 12 minutes out, client wants it brought straight to the 4th floor because of security.
- CustomerThanks.
After the call: Dana calls security at the building and has Luis go up the freight elevator. The call and the ETA are logged on the Harbourline event, and the delay shows on the week's delivery report.
What your team gets
- Day-of calls routed to operations with a summary first
- Van ETAs and crew check-ins given to clients from your tracking
- Count and timing changes written on the event
- Crew leads reached by text when operations can't pick up
- A day-of call log on every event
Questions
What if it's a wedding and the client is panicking?
It stays calm, tells them what it can see, and gets the operations lead or the crew lead on the phone fast.
Can venues call it too?
Yes. A venue coordinator asking when the crew arrives or where to put the rentals is answered from the event, or put through.
Does it work at 6 a.m. for breakfast drops?
Yes. It answers any hour, and the on-call operations lead for that morning takes the transfer.
Hear it on your phone
Request a demo call and the agent phones you, set up for catering like yours.