Case Study: From Hours to Minutes – AI Automation for Event Data Scraping and Reporting
Client Background :
A UK-based client managing an event website and business needed a way to reliably collect event information from a mainstream site. Manually gathering and organizing data every week was time-consuming, error-prone, and slowed down their marketing operations.
The Challenges :
Manual effort required to scrape and organize events weekly.
Risk of missing new events or duplicating old ones.
No streamlined way to enhance event descriptions or prepare reports.
Needed an automated solution that was hands-off, accurate, and resilient.
The Solution :
Key Steps Implemented:
Automated Scheduling – Workflow runs every Monday at 11 AM without manual input.
Monthly URL Processing – Systematically processes all 12 monthly event pages for organized handling.
Web Content Scraping – Uses Jina AI’s web scraper to fetch structured JSON event data.
AI Data Extraction – Pulls event details (name, dates, location, description, links, images) with custom prompts.
Duplicate & Old Event Filtering – Unique event signatures prevent duplication.
AI Data Enhancement – Event descriptions rewritten into catchy summaries + extraction of venue details, coordinates, and social links.
Google Sheets Integration – Only new and validated events are added, with status tracking.
Weekly Email Reporting – New events compiled into Excel and automatically emailed.
Error Handling & Resilience – Configured to continue execution even if errors occur.
The Solution :
We designed a fully automated n8n workflow that integrates web scraping, AI data extraction, Google Sheets, and automated email delivery.
Complete n8n workflow automating weekly event scraping, AI-based enhancement, deduplication, and reporting.
Results & Impact :
100% elimination of manual event data entry.
Weekly workload reduced from hours to minutes.
Consistent, accurate, and enriched event listings delivered on time.
Client gained a scalable automation system that supports marketing directly.
Google Sheets dashboard displaying total, new, and sent events with charts, last scrape date, and next scheduled update.
Tools & Technologies Used :
n8n (Workflow Automation)
Google Sheets API
Jina AI Web Scraper
OpenRouter API (AI description enhancement)
SMTP Email Integration
Key Takeaways :
Automation freed up valuable client time for marketing and growth.
AI integration ensured event data was not just collected but also enhanced for usability.
The system was designed with error-handling, ensuring uninterrupted weekly execution.