How HOTA solved communication challenges and streamlined site operations.
Overview
As HOTA grew into a multi-venue cultural precinct with theatres, galleries, outdoor stages, and hospitality spaces, its operations became more complex. The team was already using ArtifaxEvent for venue management. However, they needed a more connected system. As a result, HOTA extended its use of Artifax Web Forms by GetSmart to unify communication, automate security workflows, and provide real-time reporting. Consequently, previously fragmented processes became a cohesive, data-driven operation.
The Challenge
Growth introduced significant complexity. HOTA expanded its gallery footprint to more than 2,000 sqm and added new loading docks and security offices. Additionally, as internal and external stakeholders increased, so did the risk of miscommunication. Visitor access, vehicle movements, contractor coordination, and security clearances all needed consistent handling.
Without a consolidated system, these tasks relied on manual updates. Therefore, teams faced delays, duplicated effort, and the potential for avoidable errors.
The Solution
HOTA used Artifax Web Forms by GetSmart to digitise site communication and automate operational reporting. Specifically, the system introduced several key improvements:
-
Staff entering visitor and access details directly into online forms.
-
In addition, automated daily reports for the security team showing who is authorised on site, why they are visiting, their access requirements, and their contact person.
-
Pre-prepared passes issued the night before, which reduced wait times and improved visitor flow.
-
Real-time updates from frontline teams, automatically consolidated into morning summaries for operational leadership.
Together, these changes created a single, reliable workflow that supported every team involved in site management.
The Results
With the new system in place, HOTA’s security and operations teams receive accurate information every day without manual follow-up. As a result, contractors and visitors move through access points more smoothly. Security processes are faster and more consistent. Leadership also gains clearer oversight, since activity across the site is summarised automatically rather than gathered through separate reports.
Why It Matters
HOTA’s experience shows how extending existing tools — through smart configuration and automation — can resolve real operational challenges in complex environments. Moreover, ArtifaxEvent provides the foundation, while Web Forms delivers clarity and consistency. Together, they enable better communication, fewer bottlenecks, and stronger operational oversight.
See Artifax in Action
Explore how our venue and event management software helps you simplify scheduling, streamline operations, and deliver standout experiences. All of this is available in one connected platform.