Partner Build · VR Entertainment Venue

Aplos AI

One connected system for the entire guest journey.

Aplos AI partnered with Sandbox VR Alpharetta to connect the journey from a guest's first question to booking, payment, visit, review, repeat visit and event follow-up. The result is one production platform spanning guest service, event sales, communications, marketing and venue performance.

Partner build. Aplos AI designed and built this system for Sandbox VR Alpharetta around the venue's real workflows, customer conversations and live business data.

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Every handoff was a chance to lose the guest

Questions arrived through the website, phone, text and inbox. Bookings and payments lived in separate platforms. Event leads needed repeated follow-up, while performance data was scattered across vendor dashboards. The problem was not a lack of tools. It was that no tool could see the whole journey.

Four doors

Guests expected one conversation

A website question, missed call, text and event email could all come from the same person, but each arrived without the context of the last interaction. Staff had to reconstruct the story before they could help.

High intent

Event leads could not wait

Private parties, corporate events and school groups are valuable, but they require quoting, calling and follow-up. A lead that waited in an inbox or ended at voicemail could disappear before anyone reached it.

12 sources

No shared operating picture

Revenue, bookings, ads, calls, reviews, analytics, inquiries, social activity and weather all used different definitions and timelines. Even a straightforward performance question required manual reconciliation.

One operating system, built around how the venue actually works

We connected the guest-facing channels, event-sales workflow and operating data instead of adding another isolated tool. Each part can do its own job, while every meaningful interaction contributes to one shared customer and business picture.

💬 Answers, availability, bookings

AI Guest Agent

Sara answers questions using the venue's approved facts and the page the guest is viewing. She checks live availability, creates real reservations, supports multi-room groups, collects event details conversationally and brings in a human when the situation needs one.

Connected to: the website, Checkfront availability and booking, SMS, event intake and the staff takeover monitor.

☎️ Routine questions answered live

AI Phone Attendant

The store line understands spoken questions and keypad choices, answers common questions with conversational context, texts booking links and routes booking changes, refunds, events or uncertain requests to the right human. Missed calls and voicemails remain visible instead of vanishing.

Connected to: Twilio voice and SMS, staff phones, voicemail transcription, alerts and the event-request board.

✉️ Fast response, controlled sending

Email and SMS Automation

New event emails are identified, recorded and answered with an approved first response and pricing while the lead is still warm. School outreach, event follow-up, post-visit review requests and voicemail texts run with business-hour, deduplication and frequency controls.

Connected to: the store inbox, website leads, Twilio messaging, Checkfront visits and the shared event pipeline.

🧩 One person, every interaction

Customer and Event-Sales CRM

Bookings, inquiries, calls, texts and agent conversations resolve into one customer record using verified contact details. The event board tracks new, contacted, quoted, paid and follow-up stages, with party details, communication history, lifetime value and repeat visits in view.

Includes: quote calculator, quoted-versus-paid tracking, duplicate merging, lead value, ownership and response-time measurement.

📞 Human-first continuous calling

Event-Lead Power Dialer

Staff join first, then work a prioritized event queue without manually copying numbers between systems. Leads can be sorted by quality, event date, contact history or quote stage, with pause, call-now, hang-up-and-next and automatic no-answer follow-up.

Safety: no guest is dialed without a human already connected; call outcomes, callbacks, bad numbers and voicemail follow-up write back to the lead.

📊 Money and activity kept distinct

Revenue and Operations Dashboard

Square remains the source of truth for cash; Checkfront remains the source of truth for bookings and visits. The gated dashboard brings both together with refunds, outstanding balances, earned revenue, capacity, daily P&L, calls, reviews, repeat visits and upcoming parties.

Includes: reconciliation, break-even view, experience mix, drink attachment, review velocity, shared tasks, roster and system health.

🎯 Spend tied to outcomes

Marketing Attribution

Google, Meta and TikTok spend and booking results are normalized into a comparable view, with cost per booking and blended return on ad spend. GA4, booking-source data, check-in surveys and same-day demand add context that an ad platform cannot supply alone.

Includes: campaign detail, click-only attribution, organic social tracking and advertising configuration checks.

🔮 Look ahead, then act

Forecasts, Briefs and Ask Ops

Daily history, booked demand, weather, holidays and local patterns feed seven- and fourteen-day capacity and staffing forecasts. The system writes an operating brief automatically, while Ask Ops lets authorized users question the current business picture in plain language.

Includes: morning and end-of-day briefs, demand calibration, weather comparison, staffing tiers and read-only natural-language reporting.

Full stack

Square Checkfront Cloudflare Workers Workers AI Cloudflare Pages Workers KV Cron Triggers Pages Functions Twilio Google Apps Script Gmail GA4 Meta Graph API TikTok Business API

From first question to repeat visit, the context stays connected

The finished system does more than report what happened. It answers guests, creates bookings, catches missed opportunities, helps staff work event leads and gives the team one current view of the venue.

One guest

One connected history

Bookings, event inquiries, calls, texts and website conversations resolve into one customer record, so the next interaction begins with context instead of another search.

Always on

Questions and leads keep moving

The website agent and phone attendant answer routine questions, while email, SMS, voicemail and review workflows follow through without relying on someone remembering the next step.

12 sources

One operating view

Cash, bookings, advertising, calls, reviews, analytics, inquiries, social activity and weather refresh into one normalized platform with clear ownership of every number.

The platform is live, role-gated and built against real production systems. Financial reporting preserves a deliberate source-of-truth rule: Square owns cash and refunds; Checkfront owns bookings, guests and venue activity.

Your data is already there.
It is just scattered.

If answering a straightforward question about your business means opening six tabs and a spreadsheet, the problem is not reporting, it is that nothing is joined up. We scope, build and hand off custom software for operators. Book a free 30-minute audit call and we will tell you exactly what we would unify first.

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