Between coordinating people, managing invites, handling last-minute changes, and keeping everyone in the loop, the process quickly becomes scattered across multiple apps and conversations. This case study explores how we built an AI-powered social planning concierge that acts like a personal event assistant. From creating events and sending invitations to managing group communication across multiple channels, the platform brings everything into a single, intelligent workflow. By combining conversational AI with real-time coordination and multi-channel communication, the solution simplifies how users plan and manage social gatherings without the usual back-and-forth.
BA | UI/UX Designer | Developers | Backend Developers | QA | Project Manager
INDUSTRY : Social Networking & Event Management
DESIGN TO DEVELOPMENT
Delivered invitations via SMS, email, and in-app notifications for consistent, multi-channel communication.
Simplified responses with Yes, No, or Maybe to streamline guest coordination and reduce confusion.
Accessible across iOS, Android, and Web for seamless event management on any device.
Combined event creation, guest management, and communication into one AI-powered platform.
01/06
Before building the platform, the client wanted to simplify how people organize events, but existing workflows were fragmented, manual, and inefficient.
Users relied on a mix of messaging apps, emails, and calendars to plan events. This led to scattered communication, missed updates, and confusion around final plans.
Sending invites, tracking RSVPs, and following up with participants required constant manual effort, especially for group events.
Any update in event details had to be manually communicated across platforms, increasing the chances of miscommunication or missed information.
There was no unified system capable of understanding context, managing conversations, and proactively assisting users throughout the event lifecycle.
02/06
To address these gaps, we designed and developed an AI concierge that manages the entire event lifecycle through a single conversational interface.
Users can initiate events through simple prompts, and the system intelligently structures event details such as date, time, and participants without requiring manual setup.
The platform integrates chat, email, and SMS to send invitations and updates, ensuring all participants stay informed regardless of their preferred communication channel.
The system tracks responses dynamically, updates guest lists in real time, and eliminates the need for manual follow-ups.
The AI understands ongoing conversations and event context, allowing it to send reminders, updates, and responses without repetitive user input.
03/06
After deployment, the AI concierge streamlined the entire event planning lifecycle, from creation to communication and guest coordination. By eliminating the need for multiple tools and manual follow-ups, the platform introduced a more structured and efficient way to manage social events. The following metrics highlight the core capabilities enabled by its AI-driven coordination and multi-channel communication system.
Invitation delivery streamlined across SMS, Email, and in-app notifications, ensuring consistent communication across all user touchpoints.
Flexible response system (Yes, No, Maybe) simplified guest coordination and improved clarity for event organizers.
Delivered a seamless experience across iOS, Android, and Web, enabling users to plan and manage events from any device.
Consolidated event creation, guest management, and communication into a single AI-powered platform, eliminating the need for multiple tools.
04/06
Behind the seamless experience of the AI social planning concierge is a robust tech stack designed for real-time coordination and scalability.
Enabled cross-platform mobile app development with a consistent and responsive user experience.
Handled backend logic, event orchestration, and real-time communication workflows efficiently.
Powered conversational intelligence and context-aware AI interactions.
Enabled SMS-based invitations and real-time notifications for event updates.
Ensured scalability, reliability, and real-time data processing for dynamic event management.
05/06
Delivering a real-time AI concierge required careful alignment of user experience, communication logic, and backend intelligence.
We mapped the complete lifecycle, from event creation to post-event communication, ensuring a seamless and intuitive user experience.
Developed a unified system that synchronizes messages across chat, email, and SMS without duplication or delays.
The AI was trained to understand event context, enabling it to manage conversations, send reminders, and respond intelligently.
Built a backend system that ensures all updates, responses, and changes are reflected instantly across all participants.
Frequent feedback cycles helped refine communication timing, tone, and system responsiveness to match real-world usage.
06/06
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