☞ The Client

MamaSocial is a fast-growing community in the Netherlands that organizes events for moms — from workshops to playdates. Behind the scenes, the team works with a rotating cast of vendors: speakers, photographers, hosts, and more.

⚠The Problem

Vendor onboarding was a manual nightmare:

• Form submissions got lost in the inbox

• Communication was all over the place

• Booking calls, sending agreements, and collecting info took hours every week

• Tracking it all in spreadsheets = chaos

As the community grew, admin started taking up more and more of the founder's time.

“I was drowning in follow-ups and emails. We needed structure, but I didn’t have time to build it myself.”
— Gemma, Founder of MamaSocial

✓ The Solution

A lightweight, hands-off workflow that handles onboarding from A to Z:

• A vendor fills out a Google Form

• If approved, they get an automatic email with all the next steps

• They book a call through Calendly

• Guidelines and agreements are sent automatically

• All vendor info is logged into a master Google Sheet

☞ The Result

• 4+ hours saved every week

• Zero manual follow-up

• Everything in one place

• A scalable system that grows with the community

“Now the onboarding just happens — it’s smooth, professional, and completely off my plate.”
— Gemma, Founder of MamaSocial