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Private members' club · Workflow automation · AI agents
A chief of staff, a receptionist and a matchmaker.Seven agents run the club.She runs the room.
- AI agents running the club day to day
- 7AI agents running the club day to day
- members across London, Manchester and Leeds
- 150+members across London, Manchester and Leeds
- from first meeting to live
- ~3 monthsfrom first meeting to live
In their words
The team understood our vision and brought it to life brilliantly. Running the club is now much smoother, giving me the freedom to focus on our members and growth instead of getting lost in daily operations. The whole experience has been excellent.
About
A luxury private members' networking club bringing business owners together across London, Manchester and Leeds through curated events, retreats and introductions. Memberships run from £1,500 to £5,000 a year across three tiers, with 150+ members. We built the platform end to end — the public website, member dashboards, admin, staff workspace and sponsor portal — and still run it.
- Industry
- Private members' club
- Location
- United Kingdom
- Built by
- Gamma Developers
The leak
The next thing she needed was a manager, and she didn't want one
Members saw a polished, high-end club. Behind it, the founder was running all of it herself across Excel sheets, WhatsApp groups, Gmail and a separate lead tool. Applications in one place, payments in another, event lists in a spreadsheet, introductions in her head.
- 01
Nothing talked to anything else. To answer a simple question — who is renewing next month, which sponsor fits this event — she had to dig through five places and hope what she found was current, while a stack of third-party tools took money every month to hold data she already owned.
- 02
None of the day to day moved on its own either. Renewal invoices, failed payments, post-event follow-ups, guest nurture, introduction notes: every one of them waited for her to remember.
- 03
The obvious answer was to hire. Someone to hold the diary, chase the money and brief her each morning. She didn't want a manager. She wanted the job done.
What we built
One system, and a day that runs without her
- 01
One home for everything
Members, applications, events, bookings, sponsors, finance and team on one database. Approve a member and they appear everywhere instantly.
- 02
A luxury website that books for her
Visitors browse events, apply to join and request places. Their card is held and only charged once she approves.
- 03
Lifecycle emails that send themselves
Renewal reminders, failed-payment notices, post-event follow-ups, guest nurture, invoice chasing and introduction notifications all run on a daily schedule. She can preview or trigger any of them, but none of them wait for her.
- 04
Renewals invoiced automatically
A membership coming up for renewal raises and sends its own invoice, and chases it if it goes unpaid.
- 05
A dashboard for every member
Members see their membership, their events, their bookings and their introductions without emailing the office.
- 06
Sponsors matched to the room
Each event's guest list is matched against the sponsor list, and the outreach is drafted ready to send.
- 07
A team that knows what it owns
Tasks, scorecards, daily handovers and time tracking, with staff seeing only their own work.
- 08
Every channel in one place
Email, WhatsApp, contracts and payments, connected to accounting. Nothing customer-facing leaves without her approval.
The AI layer
Seven agents, each with a piece of the day
The management job she was about to hire for is split across seven systems. Each one does a piece of it, every day.
Chief of Staff
Every morning at 7am a briefing lands covering memberships, sales, events, team, finance and risks. Every figure is read off live data rather than a report somebody had to build.
A receptionist that answers the phone
Takes the call in place of a human receptionist, talks to the caller, and books the meeting, the event place or the seat they were ringing about.
Member Success
Watches the membership for anyone going quiet, coming up for renewal, at risk of leaving or ready to upgrade, and flags them earlier than a person scanning a spreadsheet would.
Introductions that know why
The founder's whole idea was spotting what two members have in common. AI reads what each one said they want and offer, finds the overlap, and explains the match so she can make the introduction at the next event.
A concierge on the website
Answers visitors at any hour and turns them into qualified enquiries instead of a form nobody fills in.
An agent that designs the email
Describe the email and it comes back finished: the copy, the layout, the colours and the type, rather than a blank template builder.
Marketing that posts itself
One event, topic or voice note becomes blogs, LinkedIn posts, captions and newsletters in two voices, the club's and the founder's, then goes out on a schedule through Metricool.
Results
The admin runs on agents. She runs the relationships.
The platform went live in about three months and the club has run on it every day since, now across three cities with 150+ members — and the manager she was about to hire was never needed.
7
AI agents covering the briefing, the phone, the matching and the marketing
7am
daily briefing on memberships, sales, events, team, finance and risks
150+
members across London, Manchester and Leeds
5
front doors on one database: website, member dashboards, admin, staff workspace and sponsor portal
3
membership tiers, invoiced and renewed on their own
~3 months
from first meeting to live
- Renewals, failed payments, follow-ups, nurture and introduction notices all send on a daily schedule without anyone starting them.
What's still human
The founder still approves every member, every introduction and every message that leaves the club. AI writes the drafts, spots the risks, answers the phone and prepares the briefing. She makes the calls and builds the relationships, which is the part of the business only she can do.
Takeaway
The job you are about to hire for is usually a description of work nobody has automated yet.
This founder didn't need more apps, and she didn't need a manager. She needed the day to run itself, and to keep the part only she can do.
