Laser Warriors — Event & Workforce Management
A custom business management system that coordinates event bookings, crew assignments, equipment, travel planning, payments and customer follow-up for a mobile laser-tag operator in Sydney.
FM Solutions also supports the system and its infrastructure.
Business context
Laser Warriors delivers mobile laser-tag events across Greater Sydney. Each booking requires the right crew, a suitable departure base, equipment, travel arrangements, attendance confirmation and accurate costs.
These steps have to stay coordinated even when someone does not respond or cannot attend. The system connects them in a single event record instead of leaving them across separate tools.
Event lifecycle
Eight connected steps, from the customer's booking details through crew confirmation, logistics, costing and follow-up.
The customer supplies event information, including participant count and location.
The system determines which of two Sydney bases is closer to the event.
Available workers are selected by rating and event requirements, including a team leader.
Selected workers get an email link, then an SMS through Twilio if they do not respond.
Equipment packages are worked out and a Google Maps route is planned from the base to the venue.
Email, SMS and an automated phone call, with an alert to the owner if confirmation is missing.
Worker pay and travel costs are recorded against the event, and payment slips or instructions are prepared.
Customers receive email reminders asking for Google, Facebook and internal feedback.
What the system does
Crew selection, confirmation and replacement run on rules defined for the business. They are rule-based workforce automation and are not described as AI.
The customer supplies event information, including participant count and location. The system determines which of two Sydney bases is closer to the event, works out the crew and equipment the booking needs, and keeps these details together in the event record.
Event workers are non-permanent and submit their availability in advance. The system selects available workers by rating and event requirements, including a team leader and the required number of crew members, then invites them by email, follows up by SMS through Twilio and selects a replacement if there is still no response.
On the day, an attendance-confirmation email is followed by an SMS and then an automated phone call. If confirmation is still missing, the owner receives an alert and replaces the worker manually.
The system determines the equipment packages needed and adds packing requirements to the event task description. Google Maps supplies route information from the selected base to the venue, with toll-road and bridge costs considered for cost-conscious route planning and departure-time planning. Worker daily pay and travel costs are recorded against the event.
Customers pay through an integrated payment system using Square and PayPal. After the event, the system generates bank payment slips or payment instructions for workers, and sends customers email reminders asking for reviews on Google, Facebook and the internal feedback process.
FM Solutions works on the AWS EC2 infrastructure and the network configuration that supports the system, and provides ongoing support across the application and its infrastructure.
Automation and escalation
Replacing a worker who does not answer an invitation is automated. Unresolved attendance on the event day is escalated to the owner, who decides.
Crew invitations
AutomatedInvitation email
Selected workers receive an email with a confirmation link.
No response: SMS
The system sends an SMS through Twilio.
Still no response: replacement
The system selects a replacement worker and repeats the invitation process.
Event day
Owner decidesAttendance email
The system sends an attendance-confirmation email.
No response: SMS
Non-response triggers an SMS.
Continued no response: phone call
Continued non-response triggers an automated phone call.
Still unconfirmed: owner alert
If confirmation is still missing, the owner receives an alert.
Owner replaces the worker (manual action by the owner)
The owner reviews the situation and manually replaces the worker with an available person.
Integrations
Messaging, mapping, payments and hosting, each with a specific role in the event lifecycle.
Twilio
SMS when a worker does not respond to an email
Google Maps
Route information from the selected base to the venue
Square
Customer payments
PayPal
Customer payments
AWS EC2
Infrastructure supported by FM Solutions
Logos are trademarks of their respective owners and are shown to identify the services used. Their use does not imply endorsement.
Real application screenshots
Three screens from the live application. Customer, event, venue, worker, contact, pay and identity details are redacted in the image files themselves, including in the enlarged version.
Home menu
The main menu of the management system. Tiles include Bookings List, Quote Followups, Confirmations, Roster, Staff, Availability, Pay Slips, Packages, Analytics and Notifications.
Booking record
A booking record with the package, players and blasters, crew, roster times, travel time and total price. Customer, event and venue details are redacted.
Crew member record
A crew member record with weekday and dated availability, plus tabs for rostered work, documents, performance and reviews. Personal, contact, pay and identity details are redacted.
The screenshots show how records and menus are laid out. The dates, prices and counts visible in them are not performance figures.
Client testimonial
A video testimonial and separate written feedback from Laser Warriors.
Client testimonial
Hear directly from our client about working with FM Solutions.
Client: Laser Warriors
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Watch on YouTube: Laser Warriors — Client Testimonial (opens in a new tab)Speaker: Laser Warriors client
Written feedback
Shown exactly as supplied. This is a separate message from the video above.
Over the past 2 years, Nihad and Mujo have help me to develop a custom booking system on Filemaker for my mobile events business in Sydney, Australia. It is a complex system, encompassing CRM, Staff and Pay, Capacity Planning and Staff Rostering, with links to many API’s including Google MAPS for routing etc. I had a few misstarts with some other FM developers. But I was fortunate enough to then engage Nihad and FM Solutions in Bosnia, who had enough experience fully understand the complexity of the problem and a team able to deliver a solution that truly works for me! Language and distance issues were a concern, but Nihad and Mujo are very competent and fluent in English. The time difference worked in our favour, as discussions about issues were resolved for me overnight. Nihad and Mujo are both very commercial and understand the cost management imperatives for any business. They understand the need to balance cashflow with development, and also were flexible enough to empower me to do a lot of the “easy but costly” bits of development, whilst they tackled the more complex issues. The system has eventually cost me more than I originally budgeted, but then to be fair, the system actually does a lot more than I originally thought it would as well. All in all, after 2 years, I continue to have a good working relationship with Nihad and his team, and the system is in daily use. For me and my business, this is a real success.
Deen
Laser Warriors
Outcome
Delivered capabilities
This page makes no claims about revenue growth, percentage savings, attendance guarantees, availability, launch dates or project duration.
About the client
Laser Warriors is a mobile laser-tag operator serving Greater Sydney. The customer reviews on the client's own website are about its events and are not reviews of FM Solutions.
Client website
laserwarriors.com.au
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