Event management CRM that runs the admin for you
Inquiries qualified, registrations and RSVPs tracked, reminders sent, vendors confirmed. Rovix AI keeps every event's details in one place so your team can focus on the run-of-show.
What is an event management CRM?
An event management CRM is a system that tracks every client inquiry, booking, attendee and vendor for each event in one place. Rovix AI adds AI agents that answer inquiries on WhatsApp, Instagram and your website, send registration confirmations and reminders, and request reviews after the event.
Polished events, chaotic operations behind them
Your clients see a smooth event. Your team sees four inboxes, a shaky spreadsheet and a WhatsApp group with 600 unread messages.
Without Rovix AI
What it looks like today.
- Inquiries that never get a reply.
- Same questions typed out every time.
- An RSVP list nobody trusts.
- Reminders sent by hand, or not at all.
- Vendor details buried in old chats.
- No single view of what is due.
With Rovix AI
What changes when Rovix takes it on.
- Inquiry capture and qualification — Every inquiry answered and qualified.
- AI voice agent — Calls answered while you work events.
- Registrations and RSVPs — One RSVP list you can trust.
- Automated reminders — Reminders that always go out.
- Vendor coordination — Vendors confirmed in one place.
- Run-of-show task board — Know what is due this week.
Every event, from inquiry to encore
Every inquiry, whether from WhatsApp, Instagram, Facebook, email or your website, lands in the Rovix CRM. The AI chatbot replies right away and asks your qualifying questions: event type, date, city, guest count and budget. Qualified leads get a discovery call booked; the rest get a polite answer and stay on file.
Once a booking is confirmed, the event gets its own record: client details, attendee or guest list, RSVP status, ticket tiers, vendor tracker and a task board for the run-of-show. Confirmations and reminders go out on the schedule you set, by email and WhatsApp, with your branding.
After the event, Rovix AI sends a short feedback survey, asks every attendee for an honest Google review, and starts a rebooking follow-up with the client, so this season's events help fill the next one. Event companies such as JRN Events and Saga Events use Rovix AI.
Hi, need a quote for a 200-guest gala
Happy to help. Which date and city? I'll send options today.
What the platform handles for each event
Inquiry capture and qualification
WhatsApp, DMs, email and web inquiries go to one CRM. The chatbot collects event type, date, guest count and budget.
Registrations and RSVPs
Track registrations, confirmations, waitlists and ticket tiers per event, so headcount is always current.
Automated reminders
Confirmation messages, reminders before the event and day-of details sent by email and WhatsApp on the schedule you choose.
Vendor coordination
Track each vendor's confirmation, deliverables, payments due and deadlines per event, instead of scrolling old chats.
Run-of-show task board
Assign tasks to your team per event, with due dates and status everyone can see on event day.
AI voice agent
Answers inquiry calls 24/7, collects event details and books a call with your planner when you are on-site.
Post-event reviews
The review agent asks every attendee or client for an honest Google review, with no filtering or incentives.
Event reports
Inquiries, bookings, attendance and revenue per event and across the season, in one dashboard.
Rovix AI vs spreadsheets and group chats
| Spreadsheets and WhatsApp groups | Ticketing tool only | Rovix AI for eventsRecommended | |
|---|---|---|---|
| Inquiry replies | When someone is free | Not covered | Instant, by AI chatbot and voice agent |
| Registrations and RSVPs | Manual list | Yes, for ticketed events | Yes, linked to each contact |
| Reminders | Sent by hand | Usually email only | Email and WhatsApp on a schedule |
| Vendor tracking | Scattered across chats | No | Per-event vendor tracker |
| Post-event reviews and rebooking | Often skipped | Rarely | Automated follow-up |
| One view of all events | No | Ticketed events only | Yes |
Inquiry replies
- Spreadsheets and WhatsApp groups
- When someone is free
- Ticketing tool only
- Not covered
Registrations and RSVPs
- Spreadsheets and WhatsApp groups
- Manual list
- Ticketing tool only
- Yes, for ticketed events
Reminders
- Spreadsheets and WhatsApp groups
- Sent by hand
- Ticketing tool only
- Usually email only
Vendor tracking
- Spreadsheets and WhatsApp groups
- Scattered across chats
- Ticketing tool only
- No
Post-event reviews and rebooking
- Spreadsheets and WhatsApp groups
- Often skipped
- Ticketing tool only
- Rarely
One view of all events
- Spreadsheets and WhatsApp groups
- No
- Ticketing tool only
- Ticketed events only
How an event flows through Rovix AI
Inquiry arrives
The chatbot or voice agent collects event type, date, guest count and budget, and creates the lead in the CRM.
Booking confirmed
The event record opens, registration or RSVP tracking starts, and confirmations and reminders are scheduled automatically.
Event week
Your team sees the guest list, vendor status, run-of-show tasks and every message in one place.
After the event
Feedback survey, review request and rebooking follow-up go out automatically.
Built for teams who produce events
Event planners and agencies
Corporate events, launches and conferences with many stakeholders, vendors and deadlines running at once.
Wedding and social event planners
Inquiries from Instagram and WhatsApp, guest lists, RSVPs and a long list of vendors per celebration.
Venues
Date inquiries, site-visit bookings, deposits and repeat clients tracked in one CRM.
Workshop and ticketed event organizers
Registrations, waitlists, reminders and post-event surveys for recurring sessions.
Questions people ask
Straight answers about setup, channels, pricing and support.
Talk to a person on our team. We usually reply within one business day.
Book a free callWhat is the best CRM for event planners?
The best CRM for event planners tracks each event as its own project, with inquiries, guests, vendors and tasks linked together. Rovix AI does this and adds AI agents that answer WhatsApp, Instagram and phone inquiries and send reminders automatically.
Can Rovix AI manage several events at the same time?
Yes. Each event has its own attendee list, message schedule, vendor tracker and reports. Your team sees all active events in one dashboard and can filter by date, status or planner.
Can the chatbot reply to event inquiries on WhatsApp and Instagram?
Yes. The AI chatbot answers inquiries on WhatsApp, Instagram and Facebook DMs and your website. It is set up with your event types, packages and availability, and it books a discovery call when the lead is a fit.
How do I automate event reminders for attendees?
Set a reminder schedule per event, such as a confirmation on booking, a reminder a week before and day-of details. Rovix AI sends these by email and WhatsApp automatically, using your branding and each event's details.
Can I track vendors and their confirmations in the CRM?
Yes. Each event has a vendor tracker for confirmations, deliverables, deadlines and payments due. Your team no longer has to search old WhatsApp chats to check who confirmed what.
Can attendee messages use our branding?
Yes. Emails and WhatsApp messages use your logo, tone and event-specific details. Templates are set up with you during onboarding and can be edited any time.
Does Rovix AI collect Google reviews after an event?
Yes. The review agent sends the same review request to every attendee or client after the event, as Google's policies require. It does not filter by sentiment or offer incentives.
Related
Run events, not spreadsheets
Book a free call and see how Rovix AI would handle your inquiries, guests and vendors.