100% Automated — The AI Ecosystem Running Montréal's Top Event Company

Série Conseil is one of Montreal's leading French-language event companies, organizing professional development conferences, corporate events, and leadership forums across Quebec. Their events bring together hundreds of attendees per session — business leaders, executives, and industry professionals from across the French-speaking market.

As their event calendar grew, so did the operational load. Every event generated a cascade of admin: tracking registrations, building attendance sheets, updating CRM contacts, sending follow-up emails. None of it was automated.

Série Conseil runs high-frequency, high-volume events across Montreal. Each event generated a mountain of manual work: pulling registration data from Livestorm, building attendance sheets from scratch, emailing them to clients, updating HubSpot contacts one by one, and tracking who showed up, who requested follow-up meetings, and who needed post-event outreach.

As their event calendar grew, this manual pipeline became unmanageable. Staff were spending hours on admin after every event — data entry, email coordination, CRM hygiene — leaving no time to focus on what actually matters: running great events and converting attendees into clients.

• Manual Attendance Tracking: Sheets built by hand for every single event
• Disconnected CRM: HubSpot contacts updated manually, always lagging behind
• Missed Lead Capture: Registrant emails and SMS interactions not systematically harvested
• No RDV Pipeline: Appointment requests from attendees tracked in spreadsheets with no automation
• Post-Event Lag: Hours of admin after each event before data reached the team

We designed and built a fully automated AI ecosystem on n8n that connects every touchpoint of Série Conseil's event lifecycle — from the moment someone registers to the final CRM update after the event closes.

The system runs on intelligent scheduled triggers and conditional logic: attendance sheets are auto-generated from a master template and emailed directly to clients the moment they're marked ready. Every night at 11:30 PM on event day, HubSpot is updated automatically — each contact marked Présent or Absent with no human input.

Lead and email capture from Livestorm registrations feeds directly into HubSpot, enriched with attendance data, appointment request flags, and post-event assets. A parallel RDV sync pipeline flags attendees who requested meetings and routes them into the follow-up workflow automatically.

• Auto Attendance Sheets: Generated from Google Drive templates, shared with clients via Outlook — triggered every 30 minutes when ready
• HubSpot CRM Sync: Attendance status (Présent/Absent), RDV requests, and assets pushed to every contact nightly
• Email & SMS Lead Capture: Every registrant captured into CRM with full status tracking across channels
• RDV Appointment Pipeline: Meeting requests auto-flagged from attendance data and routed to follow-up workflows
• Google Sheets Integration: Live event registry synced across Livestorm, attendance sheets, and the master events database
• Fully Bilingual System: All automations and email templates in French, built for Montreal's market

Série Conseil now runs their entire post-event operation on autopilot. From the moment an event ends, the system handles attendance reconciliation, CRM updates, client email delivery, and lead pipeline management — without a single manual step.

What used to take several hours of admin per event now takes zero. The team receives attendance sheets when they're needed, HubSpot stays current overnight, and every registrant is captured as a properly enriched lead. As their event calendar scales, the system scales with it — no additional headcount required.