From one email automation to running the operation
Automated a local sports facility end to end, from door codes and lighting to a 24/7 voice agent. Started with one email automation and grew into running the operation.
Representative interface. Built in-house on the client's own accounts; shown with sample data.
The situation
Kingscourt Markham is a multi-sport court facility. They run on a booking system with no native integrations, so everything around each booking was manual: getting clients their door code, handling liability waivers, setting the lights for the day, and answering the phone. Staff did all of it by hand, every day.
What I figured out
Their booking system was the source of truth but a closed box with no real API. Ripping it out would have been disruptive and expensive, so the smarter move was to build automation around it, pulling from the little it exposed and wiring everything else on top. I also started small, with the single most painful manual task, and expanded as the automations proved themselves.
What I built
It started with email automation and grew into running much of their operation. I used the per-court iCal feeds to detect bookings and automatically send each client their door code on the day. I automated liability waivers: sending them, recording who signed, and re-sending to returning clients. I set up a Supabase database as their system of record for every booking and client. I automated the lighting, court by court, straight from the live schedule, so lights come on 15 minutes before a booking and off 15 after, replacing a manual daily setup. I built a 24/7 voice agent that answers every call, makes and reschedules bookings, gives callers their door code when they lose the email, and transfers to an operator when it matters. And a monitoring dashboard the team uses to watch the agent and route situation-specific requests to operators by email.
The result
A pile of daily manual work, door codes, waivers, lighting, and phones, turned into automated systems running on their own data. The voice agent has been live for over 6 months, answers calls around the clock, handles more than 90% of them without a human, and closes around $1,500 a month in bookings on its own. It was a land-and-expand engagement: it began with one email automation and grew into automating much of the business, which is its own proof of the trust earned and the value delivered.
Stack
Supabase (system of record), n8n (automation), iCal feed integration, Retell (voice), Twilio (telephony), plus a custom monitoring dashboard and physical lighting control. Built on the client's own accounts.