Wright One Media — Event Staffing Workforce OS

The Client

Wright One Media Group — LA event staffing & brand activation.

Run by Ramona Wright, Wright One Media Group staffs brand ambassadors, promotional teams, and field reps for experiential marketing campaigns — the kind of work where dozens of part-time people need to show up at the right place, in the right uniform, with the right brief, on the right day.

wrightonemedia.com · "We Create Meaningful Experiences"

The Problem

Event staffing is a coordination business disguised as a hiring business.

Every campaign has the same choke points:

Ambassador onboarding spread across Notion pages, email threads, and DMs
Compliance docs (W-9s, IDs, NDAs) collected manually and re-collected every season
Shift scheduling done in spreadsheets, confirmed in group texts
Event briefs rewritten for every campaign, often sent the night before
Post-event reporting built by hand — photos, sign-in sheets, hours, client recap

It works until it doesn't. The tax on the ops team isn't the work itself — it's the context-switching between six tools to run one event.

What We're Building

The Akasi Workforce OS — Event Staffing Module.

One login for the company, ops managers, and ambassadors. One source of truth for who's working, where, when, and under what compliance requirements.

01

Ambassador Portal

One login per ambassador. Assigned events, shift times, call sheets, location maps, uniform requirements. Submit photos and sign-off from the same screen.

02

Onboarding Automation

New ambassadors move through a workflow that collects W-9s, IDs, and agreements once. Documents live in secure external storage and surface in the portal when needed.

03

Event Lifecycle

Ops builds an event record. Workflows automatically open signups, confirm ambassadors, send 24-hour reminder SMS, and trigger day-of check-in flows.

04

Compliance Tracking

The platform flags expired documents, missing certifications, and anyone not compliant for a given campaign type — before they're assigned.

05

Shift Scheduling

Ops sees availability in one grid. Ambassadors self-claim open shifts within their tier. Confirmed shifts sync to their calendar.

06

Client Reporting

After each event, the platform compiles photos, attendance, hours, and ambassador feedback into a client-ready recap. No more building it by hand in Google Slides.

How It Comes Together

Airtable is the source of truth. GHL is the engagement layer.

Airtable holds users, events, assignments, and compliance. GoHighLevel handles SMS, email, portals, and automation. A middle integration keeps both in sync so ops never has to think about which system a piece of data lives in.

Ambassadors get one link. Ops gets one dashboard. Clients get one recap. The tools underneath stay invisible.

Beyond Event Staffing

Same foundation. Different operational layer.

Event staffing was our first module because it's brutal. If the platform can run 50 ambassadors across a weekend of activations without breaking, it can run anything with a shift-based workforce — field services, catering, home care, security, temp agencies.

Ramona's pilot is the proof point. A universal core platform, wrapped in an industry-specific module that speaks the language of that vertical. Build once, deploy into many.

If the work is the easy part and the coordination is the hard part, you don't need more staff — you need a platform that takes the coordination off the table.

Running a shift-based workforce?

Book a free 30-minute systems audit. We'll show you where the coordination is costing you.

A Workforce OS That Runs the Whole Ambassador Lifecycle