The Challenge
An artist supply and booking agency operating across multiple cities had all operations fragmented across Excel files, WhatsApp groups, and social platforms. Every client inquiry triggered a full manual search. Client tracking, bookings, and agreements existed in completely disconnected places. The team lacked clear visibility on next steps, and owner knowledge remained trapped in informal channels.
Without a central system, follow-ups were missed, deals were lost, and the agency appeared as a collection of freelancers rather than a unified brand.
For additional perceived value, we provided a complimentary website to establish their digital presence: obanmusic.in.
What We Built
A unified operations platform with intelligent automation at its core.
- Centralised artist database: Structured profiles, advanced filters, and self-onboarding via shareable forms, team approval workflow included
- AI smart search: Natural language queries returning ranked artist shortlists in under two seconds
- Client CRM: Full interaction history with pipeline stages from inquiry to completed booking
- Booking management: Single records linking artist, client, event date, city, and fee
- Agreement generator: Auto-filled PDF templates from booking data with shareable download links
- Artist portfolio pages: Photos, audio, video, and bio for direct client-facing sharing
- Role-based access: Admin, City Manager, and Viewer permissions with controlled data visibility
Outcomes
Inquiry-to-proposal turnaround reduced from hours to minutes. All bookings, clients, and agreements became searchable and auditable in one system. The AI search layer means finding the right artist for any brief takes seconds, not manual hunting across fragmented sources.
Artists now associate with the Oban Music brand, not an anonymous agency. Client perception shifted toward a professional, established operation. Data ownership remains fully with the business.
This engagement revealed an industry vertical gap: most CRMs offer everything to everyone, burdening businesses with unwanted fields and complexity. Businesses need systems built for them, clean and purposeful.
From Project to Product Vision
This experience shaped our thinking on ElevAIte AI CRM. Tell the system your business, and it becomes a native vertical CRM: real estate, manufacturing, retail, or entertainment. Implementation is free, executed by AI. No lakhs in setup fees. No waiting months for configuration. An AI Agent acts as business analyst, engineer, and ongoing administrator combined.
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