The way it usually works
The coordinator keeps a master guest list, a room sheet for each hotel and a transport plan, all updated by hand from RSVPs arriving on WhatsApp and email. When a family adds two members or changes a flight, three sheets need changing, and the driver schedule is often the one that gets missed.
The way it works with Cowork
- The latest guest list export, the hotel room blocks and the arrival details are copied into a working folder, with only the details the planner needs.
- The brief sets the rules: families together, elderly guests on lower floors, room limits per hotel, and how to group airport arrivals into vehicles.
- Cowork produces an updated room allocation per hotel, a pickup schedule grouped by arrival time, and a list of guests it couldn’t place.
- It drafts short confirmation messages for guests whose details changed, for the coordinator to check and send.
- Each evening the brief is run again on the updated list, so changes flow through every sheet the same way.
The planner still makes the judgement calls, and every message is read before it goes out. Cowork simply keeps the sheets consistent.

