About Ahuva Events
Ahuva Events is a boutique event planning business based in Israel, led by founder Ahuva Shore. Ahuva specializes in creating unforgettable celebrations including both, corporate events, and private events such as religious/cultural gatherings, birthdays, and anniversaries. She brings a creative, detail-oriented approach and handles everything from vendor coordination to logistics so clients can “relax and focus on savoring every moment.”
The Challenge
Before this project, Ahuva tracked leads, proposals, budgets, tasks, and vendors manually (e.g., spreadsheets, messaging). She needed a centralized system to manage the full operational flow from first inquiry to event execution, enforce business rules like “no planning starts before deposit is paid,” and simplify reporting and repeatable workflows.
Key operational goals:
- Capture leads with essential data (event date, type, contact info)
- Track lead progress to signed deal + deposit
- Standardize event planning with task templates by event type
- Manage vendor information centrally
- Track budgets and actual costs at the task level
- Build a contact list that grows automatically for newsletters and future campaigns
The Solution
Lead Intake + Pipeline
Simpleday designed a structured lead-to-event operating system in monday.com that aligns with Ahuva’s business rules and planning needs. Below are the core elements of the solution without excessive detail:
- We built a branded monday WorkForm to collect key lead info: Name, Event Type, Event Date, Email, Phone (required).
- Now leads enter a Lead Management board with pipeline stages such as Contacted, Proposal Sent, Contract Sent, and Client only after deposit is paid (enforcing core business rule).
- monday AI extracts First and Last Names for future personalized communication.
- Automated follow-ups: We set up reminders for inactive leads (e.g., no response after X days) so prospects don’t fall through the cracks.
- Booked meeting workflow: When a lead reaches Booked Meeting, an automated email can send a Calendly link to schedule the call.
- Stage-based communication: Proposal and contract steps are designed to trigger automatic emails when the status changes (once email integration is connected).
- Newsletter capture: Every new lead is automatically added to a Contacts/Email database for future newsletters and nurturing.
- Key dates (optional / phase-based): The structure supports storing birthdays/anniversaries for future automations, if/when that becomes a priority.
Event Creation & Management
- Once a lead becomes a confirmed client (after deposit), an event record is created automatically with key event details.
- Each event includes structured task lists (subitems) with owners, due dates, statuses, and estimated vs actual costs, allowing clear operational tracking and visibility.
Budgets & Financial Visibility
- Events roll up budget data so Ahuva can see total approved budget, actual costs, and remaining balance in one place.
- This supports planning decisions and helps avoid going over budget.
- Payment milestones: We added (or planned) fields to track deposit received, remaining balance, and due dates tied to the event timeline.
- Automated reminders: Automations can remind clients about outstanding balances (for example, one week before the event) if payment isn’t marked as received.
- Receipts (integration flag): Automated receipt sending/confirmation is planned via an accounting integration (e.g., “Morning” / Heshbonit Yeroka) using Make/API, if supported.
Reporting & Visibility
Dashboards provide at-a-glance reporting across leads and events—such as pipeline volume, event status by stage, and revenue tracking by event or time period.
Vendor Database
- A central Vendors board stores vendor categories and contact details, linked directly to event tasks to give Ahuva a single source of truth for vendor management.
Contacts & Email Database
- Every incoming lead automatically adds a contact to a Contacts board, creating a growing list for future marketing (e.g., newsletters).
- This database supports long-term lead nurturing and post-event engagement (e.g., seasonal messages and future outreach).
- Key dates (birthdays/anniversaries) can be stored here to enable future automated emails.
The Impact: A Unified Source of Truth for Event Planning
Today, Ahuva manages her entire operation through a centralized monday.com workspace. By integrating leads, vendors, and budgets into a single ecosystem, she has eliminated data silos and reclaimed her time.
Key Results:
- Centralized command center: A single source of truth for leads, contacts, events, vendors, and budgets.
- Real-time visibility: Clear visual pipelines and high-level dashboards provide instant insights into daily operations.
- Workflow automation: Smart automations reduce manual data entry, ensuring 100% consistency across every event.
- Financial integrity: Built-in safeguards enforce critical business rules – such as ensuring event planning never begins until a deposit is secured.
For Ahuva, the true impact isn’t just a better organized spreadsheet – it’s the mental clarity of knowing that every detail of her business is exactly where it belongs, allowing her to stop managing data and focus on her clients.
