Case Study
The admin was burning out the volunteers.
Southern Highlands Chamber of Commerce · Not-for-profit, member organisation
Every chamber of commerce runs on the same fuel: people donating evenings. And most of those evenings weren't going into anything that grew the Chamber. They went into setting up events, rebuilding the same email in Mailchimp, remembering which reminder was due, posting the same thing to three platforms, and chasing a spreadsheet for Business NSW.
I'm a member. I watched it happen. So I set Viktor up to take the admin layer off the volunteers.
What changed
| Area | Before | Now |
|---|---|---|
| Events | Build it in Eventbrite by hand. Rebuild the announcement in Mailchimp. Remember four separate reminder sends. Chase catering numbers. Post to three platforms one at a time. | One entry form. The event goes live in Wild Apricot with member and non-member ticket types priced, the announcement goes to 400+ contacts, and the launch, 10-day, 4-day and day-of posts are already scheduled. |
| Social media | Three platforms, three logins, Canva by hand. | Copy and an on-brand graphic written, then published to Facebook, Instagram and LinkedIn from one approval tap. |
| Membership | Nobody had time to chase people who registered but never paid. | Weekly new member digest, welcome emails, and a monthly chase-up of unpaid registrations. |
| Business NSW reporting | A half-day spreadsheet job, every month. | The member export builds itself from Wild Apricot, with addresses, ABNs and contacts cleaned and validated, plus a draft email. Review and send. |
| Grants | Ad hoc. Mostly not happening. | A regular live search for NSW and national grants, for the Chamber and for members, checked against what we've already applied for, with deadlines verified against the official pages. |
| News monitoring | Inbox chaos. | A daily scan of the news inbox from an approved contact list, with anything newsworthy summarised into Slack. |
| Member spotlights | A permanent backlog. | Spotlight content drafted, event photo libraries sorted monthly. |
| Knowing it's working | Didn't exist. | A fortnightly report on what's running, what it costs, and what to improve. |
"What used to take me hours and cause a lot of anxiety now takes a couple of minutes. No stress. And each time, it learns, so it gets easier and easier."Volunteer, Southern Highlands Chamber of Commerce
The standout one
Event setup used to mean five separate jobs across four tools, plus four reminder sends someone had to remember on the right day.
Now it's one form. The event goes live, 400+ contacts get the announcement, and every reminder including the day-of catering post is scheduled before anyone walks away from the desk. Nothing to remember.
The part nobody expected
The unpaid registrations. People would register for an event, not pay, and no volunteer had the time to follow it up. That's revenue quietly leaking out of a not-for-profit that doesn't have much to spare.
It gets chased every month now, automatically, and politely.
This isn't replacing volunteers. It's removing the admin that was burning out the people who volunteer.
Why it works in both places
Connected, not just conversational
It has real access to the systems, so it finishes the work instead of telling you how to do it.
Humans approve anything outward facing
Client emails, event announcements, social posts. All drafted, then a person taps approve. That's deliberate, and it isn't changing.
Scheduled, not remembered
Daily, weekly, monthly and fortnightly checks. Most of the value is in things happening without anyone deciding to do them.
It audits itself
A regular report on what's running, what it costs, and what to improve.
It flags rather than guesses
When it can't verify something or hits a blocker, it says so and asks.
Small team, bigger capacity
We deliver at a level that would otherwise need another person on the payroll.
Curious what this would look like in your business?
Book a free discovery session and we'll tell you honestly whether it's a fit.
Book a Free Discovery Session No commitment. We'll show you exactly how Viktor would work in your business, and tell you honestly if it's the right fit.