Ai Agent for DJ Business

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1

Hi! I’m looking for someone to build an AI sales agent for my mobile DJ business.

The first version should focus specifically on responding to new leads from Eventective.

Here is the workflow I’m looking for:

•	A new Eventective lead comes in.

•	The AI is notified immediately and starts the conversation by text message (or email if texting isn't available).

•	The AI answers common questions about our DJ services.

•	It qualifies the lead by asking questions such as:

◦	Venue/location

◦	Ceremony and reception or reception only

◦	Total hours needed

•	Based on their answers, it provides the appropriate pricing and package information.

•	The AI continues the conversation naturally, answers follow-up questions, handles common objections, and encourages the lead to schedule a consultation.

•	When appropriate, it sends my Calendly link to book a call.

•	If the lead asks something outside of its knowledge, requests custom pricing, or is ready to book, the AI should notify me and seamlessly hand off the conversation.

Integrations I’d like:

**•	Eventective** – Trigger the workflow whenever a new lead is received.

**•	Gmail** – Read new Eventective lead emails, send pricing guides, and continue email conversations when needed.

**•	Calendly** – Send my scheduling link at the appropriate point in the conversation and recognize when an appointment has been booked.

**•	Mailchimp** – Add every qualified lead to the correct audience or tag based on the information collected and automatically enroll them in the appropriate email follow-up sequence.

**•	DJ Event Planner (DJEP)** – Create a new lead/contact automatically, populate all information collected during the conversation, update notes as the AI learns more, and keep the CRM synchronized.

Ideally, I’d like the AI to remember previous conversations so if a lead replies days or weeks later, it can continue the conversation naturally without starting over.

4 Likes
3

Hi @curtis3595, this is a build I’d be glad to take on. It’s a well-defined workflow and the integrations are all workable.

Two things worth discussing before anyone scopes it though.

Eventective doesn’t publish an open API as far as I’m aware, so the trigger most likely comes from parsing the lead notification email in Gmail rather than a direct connection. That works well, it just needs to be built with the email format in mind.

DJ Event Planner is the other one I’d want to check with you, since CRM API access varies and it determines whether we sync automatically or push through a different route.

The conversation memory you described is very doable, that’s a state store keyed to each lead so the AI picks up weeks later with full context rather than starting over.

Worth a short call to go through the pricing logic and the two integration questions, then I can scope it properly. Happy to talk this week.

Taiwo
Pathfinder Automation Solutions
[email protected]
https://www.pathfinderautomationsolutions.com
Upwork: https://www.upwork.com/freelancers/pathfinderautomate
Book a call: Calendly

4

You need new Eventective leads contacted immediately, qualified properly, and moved toward a consultation without losing context or creating extra manual follow-up.

I can build the AI sales agent to read new leads from Gmail, handle the conversation by SMS or email, answer service questions, recommend the right package, send Calendly at the right moment, and hand off custom or high-intent leads to you. I can also sync qualified leads into Mailchimp and DJ Event Planner with conversation notes and long-term memory.

Portfolio - My fiverr profile

Do Eventective leads currently arrive only by email, or do you also have access to a webhook or API?

You can schedule a call with me here to discuss this better.

1 Like
5

Hi Curtis,

I’d be happy to help build this.

Based on your requirements, I’d use Make to orchestrate the workflow, an LLM (such as OpenAI) for the conversational AI, and your existing tools (Gmail, Calendly, Mailchimp, and DJ Event Planner) to keep everything synchronized.

The workflow would look something like this:

  • Monitor Eventective for new leads (either directly if supported or through incoming Gmail notifications).
  • Start the conversation automatically via SMS or email, depending on the contact information available.
  • Qualify each lead by collecting venue, event type, hours required, and any other details you want.
  • Use your pricing rules and package information to provide accurate quotes.
  • Handle follow-up questions naturally while remembering previous conversations so leads can return days or weeks later without losing context.
  • Send your Calendly link when the lead is ready to schedule.
  • Automatically create and update contacts in DJ Event Planner, tag them in Mailchimp, and enroll them in the correct follow-up sequence.
  • Notify you immediately whenever the AI reaches a question it can’t answer, a custom pricing request, or when the lead is ready to book, allowing for a smooth handoff.

I’ve built AI-powered automation systems that combine CRMs, email platforms, scheduling tools, and AI assistants, with a strong focus on creating reliable workflows that require minimal manual intervention.

A couple of questions:

  • Do you already have an SMS provider in mind (Twilio, RingCentral, etc.), or should we choose one?
  • Do you already have your pricing guide and qualification questions documented, or would you like help structuring the AI’s knowledge base?

I’d be happy to discuss the architecture and recommend the best approach before we begin.

You can also reach me directly at [email protected] if you’d like to discuss the project in more detail.

6

The Eventective email is the part I would isolate first, before choosing the AI stack. If that input is not normalized, every later step becomes fragile.

I would turn each Gmail notification into one stable object such as:

lead_id, name, email, phone, event_date, venue, city, event_type, hours, original_message

Then add three safeguards: deduplicate on the Eventective lead ID (or Gmail message ID), flag missing required fields instead of inventing values, and keep the redacted raw email beside the parsed output for troubleshooting.

Once that contract is stable, the AI conversation, Mailchimp tags, Calendly handoff and DJEP sync can all consume the same fields without knowing how the email was formatted.

Curtis, could you share one fake/redacted Eventective notification email and the exact fields you want in DJEP? I can map the parsing layer and identify whether the template is deterministic enough for a reliable trigger.

7

Hi,

This sounds like a great use case for AI, and it’s the type of solution we regularly build at Flowbird Ltd.

We’re a UK-based Make Partner with extensive experience designing AI-powered sales and customer engagement workflows using Make.com. We’ve integrated AI with CRMs, email platforms, scheduling tools, and custom APIs to automate lead qualification, follow-up, handovers, and conversation history.

The workflow you’ve outlined is certainly achievable, including AI-driven conversations, qualification, CRM synchronisation, Calendly integration, and seamless handover to a human when required.

If you’d like to discuss your requirements in more detail, feel free to DM me or email me at [email protected].

Many Thanks,

Roshan
Flowbird Ltd

8

Curtis, the business problem here is speed to lead without giving an AI room to invent pricing or lose context when a prospect comes back days later.

The part I would pin down first is the state and handoff model. A lead can reply by email after a text, ask for a custom package, book directly, or trigger a duplicate notification. If those events are handled separately, the same person can get conflicting answers or stay in automation after you take over.

My working design would use the Eventective email as intake, assign one durable lead record, keep pricing and package rules in an approved knowledge base, and move each conversation through explicit states: new, qualifying, priced, consultation offered, booked, and human owned. Gmail, Calendly, Mailchimp, and DJ Event Planner would sync around that record. Custom pricing, unknown questions, and booking intent would move the lead to your queue.

For this scope, I would begin with a $1,000 AI Employee Opportunity Map. It covers the workflow and responsibility map, access and data requirements, exception inventory, one constrained demonstration where feasible, the human and AI boundary, and a 90-day deployment plan. The $1,000 is credited to month one if the ongoing managed service makes sense at $5,000 per month.

A redacted Eventective lead email and your current pricing decision tree are enough to confirm the intake path and scope the Map. You would not need to share production credentials for that step.

9

Hi Curtis — I’d start with one paid working slice rather than scope all five integrations before testing the lead path.

Phase 1: $99, delivered within one business day after you share one redacted Eventective lead email:

  • parse the Gmail/Eventective email into normalized fields;
  • create the qualification state for location, event type, and hours;
  • run one synthetic path through quote-ready or human-handoff status;
  • deliver the Make blueprint and test record.

No production credentials are needed. If the output matches your process, the $99 is credited in full toward the complete V1 (Gmail/SMS, Calendly, Mailchimp, DJEP, and persistent memory).

This resolves the two main unknowns early: the exact Eventective email format and DJEP access. I work asynchronously and can start immediately.

10

The fragile part here is not the LLM; it is preventing duplicate or conflicting actions when a lead moves between Eventective email, messaging, Calendly and human takeover.

I can deliver a fixed USD 250 reliability slice in two business days: normalize one redacted Eventective lead, create one durable lead/state record, enforce approved-pricing-only rules, lock automation after human takeover, and prove six synthetic paths covering duplicate intake, custom pricing, booking and a returning lead. You receive the Make blueprint, test evidence and recovery notes; no production credentials are needed.

To confirm fit in writing, please share one redacted Eventective email, the package/pricing decision tree, and DJEP’s available connection method. I begin after the acceptance checklist and protected payment are confirmed.

11

Curtis, I would make phase 1 email-first and verify one redacted Eventective notification before building. If it exposes a usable reply address, Gmail can trigger a single Make flow that extracts the lead and keeps the conversation on email. I would confirm that access point before scope acceptance.

The pilot would answer from your approved FAQ and package rules, collect venue, ceremony/reception, and hours, send your Calendly link when qualified, retain conversation state, and alert you for custom pricing or ready-to-book handoffs. Mailchimp and DJEP can be a later phase after the response loop is proven.

TinyOps Studio can deliver that phase as a fixed $1000 AI workflow sprint with a 7-business-day target after access, sample data, and acceptance criteria are ready. It includes exception handling, tests with sample leads, operating notes, and one revision round.

Two fit checks: does the Eventective email include the lead’s reply address, and do you want outbound replies auto-sent or held for review during the pilot? You can DM TinyOpsStudio with one redacted notification and your approved FAQ/pricing sheet; please remove customer data and credentials.

12

Hi Curtis,

Welcome to the Make Community!

This is exactly the kind of AI automation project I enjoy building.

The workflow you’ve described can be implemented in a way that keeps conversations natural while ensuring leads are qualified, pricing is consistent, and conversations are handed over whenever human input is needed.

A couple of questions:

• Are Eventective leads always received through Gmail, or do you have API/webhook access available?
• Do you already have your pricing rules and FAQs documented, or would you like the AI knowledge base structured as part of the project?
• Do you already have an AI provider in mind (Claude, OpenAI, Gemini, etc.)?

I’ve also sent you a DM with my portfolio and relevant AI automation projects.

Looking forward to hearing more about the project.

13

Hi Curtis,

This is a good candidate for a staged build because two dependencies determine whether the rest will be reliable: how Eventective leads arrive and what DJ Event Planner allows us to write back.

I would start with one contained first step:

  1. Capture one real Eventective lead from Gmail.
  2. Normalize the contact and event details.
  3. Create or update one DJEP lead if its available integration path supports it.
  4. Store conversation state against that lead.
  5. Send you a review alert with a draft response and a clear handoff path.

Once that works with duplicate protection and a recorded proof test, Calendly, Mailchimp, and controlled outbound messaging can be added without hiding the fragile parts inside the AI layer.

The simplest paid starting point would be a $125 diagnostic to verify the Eventective email structure, confirm the DJEP integration options, and return a field map plus implementation plan. Redacted samples are enough for that; no production credentials are needed to scope it.

If that staged approach fits what you have in mind, I can take on the diagnostic and contained first build.

Michael
Brief Factory

14

Curtis, I would start with one narrow paid slice before wiring all five tools: turn one redacted Eventective email into a durable lead record, prove qualification plus human takeover, and lock pricing to an approved table so the agent cannot invent a quote.

I build lead routing and agent workflows around those failure points. If this is still open, which reply path matters first for the pilot: SMS or email?

15

Hi Curtis — one correction to lower the switching risk: I can make the first paid slice $29, fully credited to any full build. You send one redacted Eventective notification; I return the normalized field map, qualification/handoff state, one synthetic test path, and the Make blueprint within one business day. No call or production access. If the project is still open, reply “pilot” and I’ll send the fixed scope.

16

Hi Curtis — I’d start with one bounded paid reliability slice rather than promise the whole AI stack at once.

€175 fixed: Eventective/Gmail intake → normalized lead → duplicate protection → qualification/pricing guardrails → Calendly or human handoff, tested against defined edge cases.

No production credentials needed for milestone 1. If it works against your real process, we can then scope SMS, Mailchimp, DJEP and persistent memory.

If the project is still open, DM me one redacted Eventective notification and I’ll confirm the acceptance criteria before we start.

17

Hi Curtis,

Before scoping this, two things worth flagging:

Eventective doesn’t have a public API, so the trigger needs to run off parsing the Gmail lead notification — reliable, but only if we normalize it into a stable structure first (lead_id, name, event date, venue, event type, hours). Skip that step and every downstream piece (Mailchimp tags, DJEP sync, AI responses) becomes fragile.

The bigger design question is state, not the AI itself. A lead can text back, email back, ask for custom pricing, or go quiet for three weeks then reply — if those aren’t tracked as one continuous state (new → qualifying → priced → consultation offered → handed off), your AI and you can end up giving the same person conflicting answers. That’s the part I’d architect first, with each lead carrying persistent memory tied to their record so a reply weeks later picks up exactly where it left off.

I build this kind of system in Make.com — form/lead intake → AI processing → CRM sync → notification, running fully automated with no manual steps.

To scope this properly I’d need: a redacted sample of an Eventective lead email, confirmation on whether DJEP has API access (this determines how clean the CRM sync is), and your current pricing/package structure.

Hailegebriel A.

18

Hi Curtis — I would phase this so the first release proves response quality and handoff behavior before connecting every system.

For USD 950 and seven business days, Phase 1 will parse each Eventective lead email into a structured record; qualify venue, event type, and hours against your approved pricing rules; draft or send the Gmail response through a controlled test account; retain lead-specific conversation state; share Calendly at the correct point; hand off custom pricing, booking intent, and unsupported questions with context; log failures; and pass 20 agreed test conversations.

Acceptance means all test leads are captured, only approved packages and prices are used, delayed replies resume correctly, and every out-of-scope request escalates.

Eventective appears to require an email-trigger route rather than a public API. DJ Event Planner writeback will depend on the API access available to your account. SMS, Mailchimp automation, DJEP writeback, and unrestricted production sending are Phase 2 after those access paths are confirmed.

I run AI Firm, an engineer-led AI deployment practice. I can show AI Firm-owned conversational lead examples; they are reference builds, not DJ-client deployments.

Arda Ertürk
AI Firm — https://aifirm.app

  1. Can you share a redacted Eventective lead email and your approved package/pricing rules?
  2. Does your DJ Event Planner account include API or webhook access?
  3. Should Phase 1 send from a test Gmail inbox, or create drafts for your approval until the 20 scenarios pass?