One system, then AI on top.
Perfect 10 Promotions runs experiential marketing programs — coordinating brand ambassadors at activations across the country. That meant endless manual scheduling, hand-compiled sales numbers, and AI experiments that never stuck. We centralized the work into one structured system — then layered AI on top of data it could finally trust.
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I Brief What stood in the way
Coordinating brand ambassadors across activations nationwide ran on manual emails, follow-ups, and spreadsheet updates. Sales numbers from those programs were compiled and validated by hand, so no one fully trusted them. And when the team wanted answers from their own data, they were exporting spreadsheets into ChatGPT and hoping — slow, disconnected, and impossible to rely on.
- Every activation scheduled through email threads, follow-ups, and spreadsheet edits — no shared view of who was booked where
- Sales numbers compiled and validated by hand, so reports arrived late and only half-trusted
- Getting an answer from their own data meant exporting a spreadsheet into an outside AI tool and hoping
- Every new program added more coordination overhead — growth meant more admin work, not just more revenue
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II Approach How we built it
We pulled scheduling and sales into one centralized system — a single source of truth instead of scattered sheets. An automation agent took over the repetitive data work, moving information between systems that used to be copied by hand. On top of that foundation we layered AI sales analytics: clean dashboards on retailer performance and a chat you can ask questions of in plain language. Because the data was finally organized, the AI didn't have to guess — it just returned the right answer.
- One system first — scheduling and sales centralized into a single source of truth, built around how the team already worked
- Automation second — an agent took over the repetitive data movement between systems, not the judgement calls
- AI last — layered on top only once the data underneath was structured enough to trust
- No rip-and-replace — the portal streamlined the client back-and-forth around the workflows the team already ran
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III Build What's inside the platform
Three pieces, one platform. The scheduling portal is the foundation everyone works in; the automation agent keeps data moving without anyone touching it; and the AI layer turns the structured data underneath into answers the team can act on.
- Scheduling portal — centralized scheduling for brand ambassadors across every program, with full team visibility
- Automation agent — moves scheduling data between systems automatically, replacing the copy-paste work
- AI sales analytics — clean dashboards on retailer sales, broken down by product, store, and region
- Ask-anything chat — plain-language questions against their own sales data, answered inside the system
- Built for sampling work — program recaps and store-level sales data captured where the work happens, feeding the analytics layer
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IV Outcome The impact delivered
The automation agent cut the manual scheduling work by roughly half across the team. Sales reporting became real-time, pulled straight from the system — and instead of exporting spreadsheets into outside tools, the team could ask their own data questions and get answers on the spot. In Christy's words, the portal "has probably saved our team hundreds of hours already."
- Roughly half the manual scheduling work, gone — with fewer scheduling errors and less admin
- Real-time sales reporting straight from the system, replacing hand-compiled spreadsheets
- Answers on the spot from an AI that works on data it can trust — no more exports into outside tools
- Programs scale without adding staff — one connected platform, still in production and growing today
Building a large, complex portal takes more than technical skill — it takes strategic thinking, reliability, and clear communication, and they delivered on all fronts. They offered smart solutions we hadn't even considered and executed everything with precision. They truly feel like a partner, not just a vendor.
Christy Greico-Smith · Founder, Perfect 10 Promotions
- Scope
- Scheduling portal · Automation agent · AI sales analytics
- Year shipped
- 2025
- Filed by
- Dev Paragon · 2025