How Skillfluence customised ArtifaxEvent to manage trainers, automate reports, and save hours on administration.
Overview
Skillfluence connects expert trainers with universities and organisations across the UK and Europe. Unlike most Artifax clients, they don’t manage venues — they manage people. By configuring Artifax around trainer availability, bookings, and finance, Skillfluence turned a manual process into an automated system that saves around an hour per booking and provides real-time business intelligence.
The Challenge
As Skillfluence expanded, spreadsheets and Word documents couldn’t keep pace. Tracking trainer availability, creating briefs, and managing financial reporting demanded constant manual effort. The team needed a single system that could manage availability, hold booking information, and automatically generate essential documents.
The Solution
Artifax was adapted to Skillfluence’s model through in-house configuration. Using the system’s management tools, the team customised event types, reports, and user views to match their workflows.
Key innovations included:
- Automated reports on event statistics and trainer usage to generate business intelligence.
- A Sales Process Stage report for weekly pipeline meetings.
- A Brochure List by Arrangement to summarise upcoming activity.
- Custom documents for client confirmations and Trainer Briefs, automatically populated from booking data and exported to Word with terms and conditions.
- A What’s On List by Date to give the operations team a three-week snapshot of upcoming work.
Templates and task sets standardised processes — described by the team as “a present from heaven.”
The Results
Automation replaced duplication. Trainer briefs and client confirmations that once took an hour each are now produced in minutes. Reports offer clear visibility of revenue, usage, and performance, while the operations team can plan ahead with confidence.
Client Testimonial
Why It Matters
Skillfluence’s story proves that ArtifaxEvent isn’t limited to venue management — it’s a flexible platform that adapts to any organisation managing people, resources, and complex logistics. Through smart configuration, Skillfluence turned administrative effort into operational intelligence.
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