Feature

Event playbooks

Rookoo reads every conversation, every event detail, and every calendar booking. Then it builds a step-by-step plan for event day. Dietary requirements buried in a WhatsApp message? AV setup agreed over email? It's all in the playbook. Your team walks in prepared.

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Details scattered? Not anymore

Three weeks before the event, a customer mentioned gluten-free options in a WhatsApp message. Two weeks later, they changed the AV setup over email. Last Friday, they confirmed the final headcount on a phone call. On event day, is your team supposed to remember all of that? Rookoo does.

AI-generated, step by step

Event playbooks pull from every conversation, every event detail, and every calendar allocation to generate a step-by-step plan. Each step has clear instructions, an owner, and a time. Required steps are marked as critical. Optional steps are there if you need them. It's not a summary. It's a working document.

Nothing stays buried

As your team moves through the day, they check off steps and everyone sees progress in real time. Dietary notes from a chat three weeks ago? In the playbook. The fact that the projector needs to be set up by 2 PM? In the playbook. The client's request for a specific table layout mentioned in the original inquiry? In the playbook. Nothing stays buried in a message thread. Everything your team needs is in one place, in the right order.

Auto-generated from real conversations and event data
Step-by-step with clear responsibilities and timing

Track progress live as your team executes
Required and optional steps, clearly marked

No more carrying everything in your head

I used to watch event managers walk into the day with a printed email chain and a highlighter. That's how they prepared. We built playbooks because no one should have to manually piece together an event plan from 30 different messages across five different channels.

Anthony Meirlaen
Co-Founder & CTO, Rookoo

Anthony Meirlaen, Co-Founder and CTO of Rookoo

Made with love for the event professional

Your 24/7 digital colleague

Your Rookoo digital colleague handles event inquiries while you sleep. A customer messages at 11 PM asking about a corporate dinner for 80? The agent checks your calendar, confirms availability, and qualifies the lead. By morning, it's ready for your team.

Trained on your venue data and business rules
Checks and manages your events calendar
Fills your CRM and booking software automatically
Hands off to your team with full context
Works across chat, WhatsApp, email, Instagram, and SMS

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Event management

Every event gets its own workspace. The inquiry, the conversation, the bookings, the documents, the timeline. All connected. Your team sees the full picture from first inquiry to final wrap-up without switching between tools or chasing updates.

One workspace per event, everything linked
Clear stages from inquiry to archived
Resource allocations with dates, buffers, and statuses
Shareable event pages for your customers

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Smart calendar

One calendar. Your team and your AI agent both read and write to it. When a customer asks if Saturday the 14th is available, they get a real answer in seconds. No calling the office, no 'let me check and get back to you.'

Your AI agent checks availability in real time
Prevents double bookings automatically
Syncs with Google Calendar and Outlook
Buffer times for setup and teardown built in
Confirmed, tentative, and cancelled statuses

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One inbox for every channel

Your event inquiries probably live in five different places right now. Email, WhatsApp, Instagram DMs, maybe a shared mailbox. Rookoo puts them all in one inbox where your team and AI assistants share the same context. Everyone sees what's happening and who's handling it.

Every channel in a single shared inbox
Your team and AI assistants, side by side
Automatic assignment with clear ownership
Full conversation history at a glance
SLA tracking and CSAT surveys built in

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Integrations

Rookoo connects to the CRM and booking tools your team already uses. Data flows between systems automatically. No duplicate entry, no manual exports, no 'did you update the spreadsheet?' conversations.

Works with leading CRM and booking systems
Automatic data sync across your tools
No more duplicate entry or manual exports
Your data stays consistent everywhere

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Reporting

Which channels bring in the most inquiries? How fast does your team respond? Where do leads drop off? Rookoo pulls data from every conversation, booking, and event so you stop guessing and start seeing what's actually happening.

Conversation, event, and booking data in one place
Response times, resolution rates, and SLA tracking
Agent and AI performance, side by side
CSV export for your own analysis

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Security

Your data stays in the EU. We run regular penetration tests. We're GDPR compliant by design, not as an afterthought. Every customer has a data processing agreement. Because trust isn't something you bolt on later.