When a marketing team is managing campaign requests for dozens of resort brands simultaneously, the volume alone isn’t the problem. The problem is what happens when that volume hits five different systems at once — each property tracking its own requests in its own way, with no shared view, no automated routing, and an inbox that adds 50 new items before lunch.
This is how OrangeDot helped a leading national hospitality group replace that fragmented reality with a single, automated monday.com workspace — and what the team gained when they stopped managing the systems and started managing the work.
What We’ll Cover
- The hospitality group’s portfolio and why marketing coordination had fractured across five systems
- Challenge 1: Fragmented campaign tracking with no central visibility across properties
- How OrangeDot consolidated all properties into one master board with smart data mapping and role-based views
- Challenge 2: No automated intake system — every request arrived by email and required manual triage
- How OrangeDot built an AI-assisted ticketing system with automated status updates at every stage
- The combined impact: 40% less email, 6–8 hours saved weekly, and 400+ monthly requests handled without errors
About the Client
This leading hospitality group oversees dozens of resort and property brands nationwide, each with its own marketing needs, campaign calendars, and internal teams. At that scale, coordinating marketing requests across a portfolio means managing a constant stream of submissions from property-level teams, each expecting timely responses, clear status updates, and reliable follow-through.
The group had been using monday.com in parts of the organization — but without a unified structure, each property had developed its own tracking approach. Some used isolated monday.com boards. Others relied on Google Docs. Many still defaulted to email. The result was a marketing team simultaneously managing five systems, an overflowing inbox, and no reliable way to see what was in progress, what was stalled, or what had been missed.
Two Challenges, One Engagement
OrangeDot was brought in to solve two related but distinct problems: the absence of a unified view across properties, and the absence of any automated intake mechanism for the 50+ daily requests that arrived by email. Both problems were making the same demand on the marketing team — that people do the work the system should be doing.
Each property in the portfolio had its own tracking method — and none of them talked to each other. Campaign details, deliverable status, and ownership were siloed at the property level, meaning the marketing team had no reliable way to see the full picture without manually checking each system in turn. Tasks were duplicated. Key updates were missed. And as the portfolio grew, the coordination overhead scaled with it.
The team also lacked the admin privileges needed to invite collaborators efficiently, which meant that even when someone wanted to bring a property stakeholder into a monday.com board for feedback or approval, the process required additional overhead and often defaulted back to email.
Five systems don’t create five times the visibility — they create five times the coordination overhead with no net gain in clarity. When every property tracks campaigns differently, the marketing team becomes the integration layer, manually reconciling information that a well-configured shared system would surface automatically.
The Solution: One Master Board with Smart Data Mapping and Role-Based Views
Consolidated master board with dedicated property groups
OrangeDot consolidated campaign data across all properties into a single master monday.com board. Each property was assigned a dedicated group within the board, preserving local ownership and accountability while giving the broader marketing team company-wide visibility for the first time. Property teams still work in their own space — but that space is now part of a connected system rather than a silo.
Smart data mapping with no loss from existing boards
OrangeDot implemented a smart mapping process that allowed columns, statuses, and task data from all separate boards to be imported into the master structure without data loss. Dropdowns for campaign audience, status, and assigned team member were standardized across all properties — ensuring that the board speaks the same language regardless of which property a record belongs to.
Conditional views filtered by property, campaign type, and role
The board was configured with conditional views so that each stakeholder sees only what is relevant to them. A property-level team member sees their property’s campaigns. A regional manager sees their portfolio. The central marketing team sees everything. Filtering by campaign type or user role is built into the view structure — not a manual step someone has to take every time they open the board.
Custom dashboard with calendar and campaign velocity widgets
A custom dashboard view was built with widgets tracking campaign progress by property, upcoming due dates, segmentation targeting, and overall campaign velocity. A visual calendar widget gave users a high-level overview of copy, draft, and send dates across all properties — replacing the informal mental models the team had been maintaining across five disconnected systems.
With more than 50 new campaign requests arriving daily, the marketing inbox had become a full-time job in itself. Every submission required someone to read it, interpret it, create a board item, assign it, notify the right stakeholders, and then remember to follow up when something changed. There was no standard format, no automatic routing, and no mechanism to communicate status back to requestors without a manual email.
The volume was already difficult. The lack of structure made it unsustainable. And as the property portfolio continued to grow, the team had no path forward that didn’t require adding headcount just to manage the intake process.
An inbox is not a ticketing system. When 50+ requests arrive daily without a structured intake process, someone has to serve as the intake system — reading, categorizing, routing, and following up manually for every single item. That labor cost is invisible until it’s quantified: 6 to 8 hours per week, per person, spent on work that automation should handle entirely.
The Solution: AI-Assisted Email Intake with Automated Status Updates at Every Stage
Email-to-board intake for all campaign requests
OrangeDot implemented an integrated ticketing system that captures campaign requests sent to a designated marketing email address and automatically creates new items in the master board. Requests no longer require a team member to read, interpret, and manually enter them — the moment an email arrives, a board item exists. Intake is handled by the system, not by a person.
AI-assisted automation for requestor data extraction
To handle the variation in how requestors format their submissions, OrangeDot used AI-assisted automations to extract the requestor’s email from each incoming message and populate the appropriate column automatically. This eliminated a significant source of manual cleanup and ensured that every item in the board had the contact information needed to communicate status back to the right person.
Three-stage automated email response workflow
Three automated email responses were configured to keep requestors informed without any manual intervention. The first sends upon receipt of a new request, confirming it has been captured and is in queue. The second sends when the campaign status changes to “In Progress,” letting the requestor know work has begun. The third sends upon completion, with relevant details and timelines included. Requestors receive proactive communication at every meaningful milestone — without the marketing team writing a single follow-up email.
Modular architecture for future scale
The intake system was designed with expansion in mind. Its modular structure means additional teams — including the boutique property division — can scale into the same system without rebuilding the intake logic. New properties are added to the master board; the automation layer handles the rest.
The Combined Impact
40%+ Drop in Email Volume Within Four Weeks
The centralized board replaced over five separate systems and eliminated reliance on the marketing inbox for campaign tracking. Within the first four weeks, email volume dropped by more than 40% — because the questions that had previously required email follow-up were now answered automatically by the system at each stage of the workflow.
6–8 Hours Saved Per Team Member Per Week
Team members who had been spending the equivalent of a full workday each week triaging inbox requests recovered that time immediately. Real-time board updates and automated status replies handled the communication layer that had previously required manual attention at every step. That time went back to the work the team was actually hired to do.
400+ Monthly Requests Handled Without Errors
The AI-assisted email extraction system processed more than 400 requests monthly without errors — consistently capturing requestor data, creating board items, and triggering the appropriate notification sequences regardless of how submissions were formatted. What had been a source of daily manual cleanup became a background process that required no oversight.
Clarity Across Every Property, for Every Role
Each team member now works from a view tailored to their property and role, with access to the files, status information, and reporting tools they need — all in one place. Property-level ownership is preserved. Company-wide visibility is finally possible. And the team that had been spending most of its time managing systems is now spending it managing campaigns.
50+ daily requests captured automatically from a shared inbox · Every property in its own board group, connected to a single master view · Requestors notified at receipt, in-progress, and completion without manual follow-up · New property divisions scalable into the same system without rebuilding intake logic
“It’s already helping us stay more organized and making team communication a lot smoother. Everything’s in one place now, and it’s way easier to keep track of who’s doing what and when.”Kelsey Clarke, Hospitality Group Marketing Team
FAQs
Can monday.com support marketing operations across dozens of properties or brands in a single workspace?
Yes — and the key is structure. OrangeDot uses a master board architecture with dedicated property groups, standardized column schemas, and conditional views so that each property has its own space within a shared system. Property teams see their own campaigns; leadership sees the full portfolio. The structure scales as new properties are added without requiring a new board or a new setup process for each one.
How does the email-to-board intake system work?
Campaign requests sent to a designated email address are automatically captured as new items in the monday.com board. OrangeDot configures the intake logic — including AI-assisted automation to extract requestor data from the email body — so that every submission creates a properly populated board item without any manual entry. The system handles formatting variation in incoming emails, so the quality of the intake record doesn’t depend on how carefully a requestor formats their submission.
How are requestors kept informed without the team having to send manual status updates?
Automated email responses are triggered at each key stage of the workflow: acknowledgment upon intake, notification when the request moves to “In Progress,” and confirmation upon completion. Each automated email includes the relevant details and timelines for that stage. Requestors receive proactive, accurate status updates without anyone on the marketing team writing or sending a single follow-up message.
Can the system expand to include additional teams or property divisions later?
Yes. The modular board structure and intake automation were designed with future scale in mind. Adding a new property division — such as a boutique hotel segment — means adding a new group to the master board and extending the intake routing logic to include the new team. The underlying automation architecture doesn’t need to be rebuilt; it just needs to be extended. OrangeDot builds for the organization’s next stage, not just its current one.
Final Thoughts
A marketing team managing 50+ daily requests across five systems isn’t failing at the work — it’s failing at the infrastructure. The campaigns, the deadlines, the property-specific details: those are the job. The inbox triaging, the manual status updates, the cross-system reconciliation — those are the tax the infrastructure levies on the team every single day.
A well-configured monday.com workspace eliminated that tax almost immediately. Requests arrive, get captured, get routed, and generate status updates without a single person in the loop. Properties have visibility into their own campaigns. Leadership has visibility across all of them. And the team that spent a workday each week managing intake is spending that time on work that actually moves campaigns forward.
If your marketing operations team is spending more time managing requests than running campaigns, we can help you build something better. Talk to an OrangeDot expert →