Weekly Training Automation

Sign up for two trainings, get the wrong one

The agency runs a training every week and invites its agents by email and text message.

Every time an agent RSVP'd, the system saved the event name, date and join link onto that agent's contact record. A contact record only holds one value per field. So the moment they signed up for next week's training, it wrote over this week's.

They then got a confirmation and reminders pointing at the wrong session. On top of that, two separate parts of the system were each sending their own reminders, so everyone got everything twice.

Gave every signup its own copy of the event

Instead of saving the event onto the person, I made each signup carry its own copy of the event details, locked in at the moment they register. That copy travels with them through the confirmation and both reminders.

One agent can now be signed up for five different trainings and every message still sends the right date, the right room and the right link.

• Agents RSVP in one click, from the invite email or the text message, so nobody retypes their details.
• Every reminder is timed off that signup's own event date rather than one shared setting.
• Clearing the duplicate reminders was the delicate part. Agents were already sitting in the old sequence waiting for theirs, and simply deleting it would have dropped them. I routed new signups past it, let the people already inside finish normally, and the duplicates stopped on their own.

One signup, one clean sequence

An RSVP now sends exactly one confirmation, one 24-hour reminder and one 1-hour reminder, across both email and text. The details stay right even when an agent signs up for several trainings at once. Tested live on two different events for the same person, and both came through correctly.