Valentina Akpan: Founder of Rellatech, providing administrative and operations support to executives, founders, business owners and teams. Her background combines technical support, customer success, administration and operations.
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The Starting Point
The client runs a babysitting agency that was taking booking requests through phone calls, text messages, Instagram DMs, and a basic contact form on a WordPress site. Every time a parent needed a sitter, the owner had to manually rewrite the details into a format the sitters could read, then post it to a private group or job board and wait for someone to respond.
The work was repetitive, easy to mess up, and happened at all hours. The agency wanted a one-time automation build that would take a parent request from the WordPress site, convert it into a clean job post, and publish it automatically where the sitters could see it. The budget was fixed-price and entry-level, so the solution had to be simple, reliable, and built on the site they already had.
What I Did
I started by replacing the generic WordPress contact form with a structured booking form that collects the information the sitters need: date, start and end time, neighbourhood or postal code, number and ages of children, special requirements, and the parent’s contact details. The form lives on the same WordPress page, so parents do not notice a different experience, but the data behind it is now clean and predictable.
When a form is submitted, the data is sent through an automation that uses an AI step to lay the request out as a job post. The step has one job: take the fields the parent filled in and put them into the agency's standard post layout, with the date, time, location, estimated pay, and anything the sitter should know before accepting. It works from the submitted fields only, so a detail the parent left out or entered wrongly appears in the post as it was entered. The post is published as formatted; the owner's review is of the final staffing match, not of each post before it goes up.
The formatted job post is then published automatically to a shared job board the sitters already check. I also added a simple status tracker in the WordPress dashboard so the owner can see which requests are open, which have been claimed by a sitter, and which are complete. The owner still reviews the final match, but the repetitive copying, retyping, and posting is gone.
What Went Into the Build
A single WordPress booking form
Parents submit date, time, location, number of children, and any special notes through one form on the agency’s existing WordPress site, so requests stop arriving through scattered texts and DMs.
AI formatting into sitter-friendly posts
Each request is laid out as a consistent job post with the family’s needs, timing, location, and pay rate, using only the fields the parent submitted, so sitters can read it quickly and decide whether to accept.
Automatic posting to a shared job board
New jobs appear on a private board the sitters check, without the agency owner copying, pasting, or retyping anything between systems.
Matching logic by availability and location
The job is only shown to sitters who match the area and time window, so the board stays relevant and sitters do not waste time on jobs they cannot take.
Status tracking back to the owner
When a sitter claims a job, the parent request is updated in the WordPress dashboard so the owner knows the booking is covered without manual follow-up.
Why It Matters
Parents often book at short notice, and the first available sitter gets the job. The automation removes the gap between the parent submitting the form and the sitters seeing the job, without adding another app the owner has to manage.
The form, the status tracking and the public-facing site all stay on the agency's existing WordPress site, so the owner keeps working from one place. The formatting and posting steps run through connected automation tools behind the form; the owner does not log into them day to day. If the agency grows, the form can be extended with more fields, more sitter groups, or payment collection.
The useful automation here is the one that takes the retyping off the owner's plate and leaves the staffing decision with them.
Tools Used
Who This Is For
This case study is worth reading if you are:
- ●Running a service agency that matches clients with freelancers, caregivers, or contractors
- ●Using WordPress and wanting to add automation without rebuilding the whole site
- ●Spending too much time rewriting requests and posting them to a group or board
- ●Looking for a fixed-price, one-time build that keeps working after the project is done
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