Hart Agency: Custom Event Management Platform
Hart Agency is New York State’s premier promotional marketing agency, known for executing high-volume event marketing campaigns across the country. They needed a modern platform to manage the end-to-end operations of event execution, educator coordination, payroll, and reporting.
The Challenge
When Hart Agency approached us in 2018, they were using an outdated .NET-based system that was slow, feature-limited, and reliant on manual processes. Their platform lacked automation for core workflows such as event scheduling, payroll, billing, and post-event reporting. Furthermore, their QuickBooks Desktop integration required error-prone exports and third-party tools.
The Solution
We conducted an in-depth consultation to identify the agency’s operational bottlenecks and recommended a full system overhaul. Over time, we delivered:
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Complete System Rebuild: Migrated the existing platform to a modern Laravel-based architecture.
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Mobile Apps: Built Android and iOS apps for on-the-go event reporting and educator access.
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QuickBooks Online Integration: Transitioned from QuickBooks Desktop to Online with full API-based sync to streamline payroll and billing.
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AWS Migration: Moved the entire system from legacy hosting to AWS for scalability and reliability.
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Custom Features & Workflows: Built modules for educator management, event scheduling, client recaps, and reporting.
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Third-party Integrations: Integrated Twilio for texting and Google Places for location-based workflows.
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Ongoing Development & Support: Continued support for feature development, technical upgrades, and rapid responses to evolving business needs.
Results
The Hart Agency platform now serves as a critical internal tool that supports day-to-day promotional event operations, billing, and reporting — all from a centralized, scalable system. The result has been reduced operational overhead, faster execution of events, and an improved experience for their field staff and internal teams alike.
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