One record. Every role. Nothing manual twice.
An event operations platform for Melted Workx that gives your team back the time currently lost to spreadsheets, so it can go toward the brand and client work you're built to deliver.
Six systems, one spreadsheet
Right now, one spreadsheet is doing the work of six systems: guest intake, ops tracking, accreditation, session logistics, shuttle coordination, and guest communication, for delegates across multiple countries and languages, with no single source of truth.
Every downstream need, the dashboard, the accreditation list, the shuttle manifest, is hand-derived from the same raw sheet, every time, by a person. That person's time is the scarce resource that should be going to brand and client relationships instead.
One core, many views
One data core, exposed as role-scoped views. No duplicate entry, no re-keying between spreadsheets, and adding a new role later means a new view, not a new system.
Your dashboard doesn't need to be checked, it pushes only when something needs attention: a conflicting record, an incomplete profile, an unfilled shuttle seat. Everything else, it stays quiet.
Yours to start, every time
You or Grant create every event yourselves, directly in the system. No call to us, no waiting on anyone. Enter the name, dates, and venue, submit, and the rest builds itself:
Sent by the system, not the coordinator
Change-triggered, not manually sent, split by purpose rather than preference:
- SMS, the default for time-critical logistics (shuttle pickup, gate changes, check-in reminders). Works without an app, data connectivity, or opt-in friction, which matters given the delegate base spans Mozambique, Zimbabwe, Ethiopia, Botswana and beyond.
- WhatsApp, rich content: QR codes, agenda links, documents.
- Escalation by time-to-event, channel selection shifts to SMS automatically as an event approaches.
- Correction loop, a guest reply ("wrong flight") auto-flags their record for review, using the same channel that sent the reminder.
- One-tap contact, call or WhatsApp any delegate directly from their record, no searching for a number mid-crisis.
Prepaid, not a subscription
The AI processing and SMS/WhatsApp messages behind the notification engine aren't a fixed monthly fee, they work like prepaid airtime. You load an amount, the system draws down a little each time it sends a message or processes something automatically, and it stops the moment the balance runs out. There's no debt to run up, only a balance to top up, and only with your say-so.
Think of it as a direct event cost, the same category as catering or name badges, a small per-delegate cost that scales with headcount, not overhead sitting on top of the build fee.
We'd start with a small, capped pilot float rather than a full commitment, something in the region of R500 to R1,000. You'll always be able to see the balance and what it's been spent on, and it only ever gets topped up with your approval, never automatically.
Consent, not assumption
Passport images and health or accessibility data are collected across multiple jurisdictions. The intake wizard carries explicit consent language for automated messaging, rather than treating consent as implied by a submitted WhatsApp number.
The same treatment, for your team
You assemble a different team per event, that gets the same treatment as delegate data, not a bolted-on afterthought.
- Crew records mirror the delegate architecture: one core, role-scoped views, applied to a second population.
- Time-bound access, a crew member's permissions activate on assignment and auto-expire when the event closes. No manual revocation step, no standing access risk from past freelance staff.
- Scales with the event, whether it's three of you on identical access, or ten registration staff at a 300-person event, the model supports both without being rebuilt.
- Same device, one more job, the accreditation tablet already scanning guests also handles crew check-in on event day.
A design system for Melted Workx
These tokens are read directly off your live site, the blush pink frame, the charcoal overlay, the gold "Solutions" highlight, the rounded sans headline, the brush-script wordmark. Not a proposed direction this time, your existing identity, carried into the product.
Gold marks the same thing it marks on your site, the highlighted, active choice: a menu item in focus, a primary action. Charcoal carries structure and text. Blush stays the warm frame around the content, used sparingly inside the product for calm or resolved states rather than as a background.
Melted Workx
The script is your logo mark only, never body or UI text. Everything a coordinator actually reads, headings, forms, dashboards, uses the same rounded sans your site already uses for "Where creativity meets precision" and its menu.
What it could look like
Four screens from the Phase 1 scope, styled in the direction above: creating a new event, a guest's intake step, your exception-only dashboard, and the shuttle message a delegate actually receives.
What's in, what's deferred, what's out
Two mapping sessions since the first estimate, with you and with Grant, surfaced real needs a single conversation couldn't have. Rather than one large number, the outcome is a foundation everything depends on, plus a menu you have real control over.
Core, always included
Self-service event creation · delegate + crew data core with role-scoped views, scaling to double-digit crew at larger events · guest intake wizard · ops dashboard (push/exception-based) · per-day accreditation, no rented hardware · notification engine (SMS + WhatsApp, escalation, reactive correction loop) · session & breakaway RSVP · shuttle manifest · crew management with time-bound access · consent capture · attendee and no-show reporting.
The menu, your call on what's included now
Ten independent pieces, passport auto-fill, automated itinerary capture, extended reporting, vendor messaging and shuttle exports, day-scoped excursions, one-tap contact, an arrivals & departures screen, excursion editing and reminders, a live headcount view, and an optional guest self-check-in feature. Full detail and pricing below, include what matters most now, defer the rest to a later phase at no loss.
Explicitly not in this phase
Visa facilitation or tracking of any kind · live booking integration with Easy Shuttle or any vendor · flight or hotel booking APIs · general business email hosting · batch itinerary capture (many travellers from one email) · live flight-tracking · a defensible "admin hours saved" figure, no baseline exists yet to measure it against.
From build to trusted at a real event
A system isn't useful the day it's finished being built, it's useful once you trust it enough to run an event through it. So rollout happens in three stages, each with its own purpose. Here's what each one actually means:
The data core comes first, since every other part depends on it, then event creation, the guest intake wizard, dashboard, accreditation, and notification engine are built in parallel. This build gets our full attention from the day it starts, the same standard we hold for every project we take on.
Nothing is left to chance: if anything about the system doesn't work the way it should, your usual process is still there, live, as the backup. This is also where you and your team actually learn to use it, on real delegate data at a real event, not in a classroom demo beforehand.
We stay on call for this first fully independent event, but the spreadsheet is no longer part of the process at all.
What training actually looks like
Two decisions already built into this proposal do most of the work here, worth explaining directly rather than just reassuring you about it:
- One screen, not the whole system. Because each role only sees its own view, you only ever see your own dashboard. Guests use the intake wizard, staff use accreditation, delegates get SMS, you were never going to be trained on all of it, just your own corner.
- Your screen is designed to show almost nothing. It only speaks up when something needs attention. There's no dense admin panel to master, most of the time, there's simply nothing to look at.
Training itself: a 30–45 minute walkthrough using your real upcoming event's data, not a generic demo, timed to land right before the shadow run so it's used immediately rather than half-remembered weeks later. No manual, no course, one thing to recognise: when something's amber, tap it.
What this costs
Structured deliberately as a foundation plus a menu, not one fixed number. Every price below is real, nothing is discounted to make a smaller module look more attractive, you're seeing the actual cost either way.
The foundation
| What it gives you | Cost |
|---|---|
| Everything under Core above, the complete, working system | R51,100 |
| Founding-client contribution, our thank-you for being our first partner at this scale, a one-time gesture, not a standing discount | −R5,000 |
| Foundation, final | R46,100 |
The menu, include what matters most now, defer the rest
| What it gives you | Cost |
|---|---|
| R2,810 | |
| R6,940 | |
| R4,610 | |
| R3,250 | |
| R2,020 | |
| R2,020 | |
| R4,610 | |
| R2,810 | |
| R1,010 | |
| R2,810 | |
| Full menu, if everything's included | R32,890 |
Not a discount on any single item, every price above stays exactly as listed. This is a separate reward specifically for committing to the whole roadmap at once, rather than a reason to distrust the individual prices.
Defer even one item and this incentive doesn't apply, you'd keep the founding-client discount above, but the menu prices stand as listed.
Ongoing retainer
Since you're open to one: three tiers, hosting and support only. The usage float above sits outside all three, billed separately at cost plus a stated margin.
| Tier | Monthly | Covers |
|---|---|---|
| Basic | R2,500 | Hosting, uptime, security patches |
| Standard | R4,000 | + minor fixes, monthly check-in |
| Premium | R6,000 | + priority support, quarterly feature review |
Two things, that's all
Everything that was genuinely open has been resolved from what you and Grant have already told us. Two things remain, both simple:
- Your brand assets, a Wix style export or brand guide if you have one, so the design system above moves from close estimates to exact values before build starts.
- Grant's report list, any reporting beyond what's already included above (attendance, no-shows, nationalities, media, session-by-session numbers), he mentioned he'd send examples, whatever he sends slots straight in.
Your response
Let us know where this stands, no need to write a full email back.