A tasting can produce enthusiastic conversations without producing a useful follow-up list. The commercial work begins by recording who wanted what and how they agreed to continue the conversation.
This is a proposed workflow to configure and test with your business. It does not assume that Dots already has access to your sales systems.
Give every interested attendee an appropriate next step
Define the result, the records the agent should use, and who owns the decisions. Keep the opportunity state in a shared tracker your team can inspect, with stable IDs, current sources, and the next action.
Prepare the information Dots needs
Event records
Event ID, date, products sampled, costs, staff notes, and any immediate sales.
Contact choices
Provided contact details, expressed interests, agreed follow-up channel, and exclusions.
Buyer type
Consumer, venue buyer, retailer, distributor, or another clearly recorded role.
Next-step offers
Current purchase links, approved bundles, wholesale materials, and evaluation options.
Verify app access before assigning work. Configure recurring tasks explicitly. Define action permissions before sending or changing records.
If a needed connection is unavailable, use an approved export for research and draft preparation. Keep source timestamps visible and require a current system check before an action depends on price, availability, or status.
Build the agentic workflow
1. Clean the event records
Deduplicate contacts and reconcile them with existing customers. Keep the event and product interests attached to the record without inventing missing preferences.
2. Separate buying journeys
A consumer may need a product link; a café buyer may need case sizes and delivery information. Prepare different next actions for those stated needs.
3. Make the follow-up recognizable
Reference the event and the product the person actually discussed. Use the agreed channel and an approved message scope; suppress contacts who declined follow-up.
4. Respond to the next signal
Answer supported product questions, route wholesale requests, and stop acquisition messages after an order. Schedule another action only when it fits the conversation.
5. Look beyond the first purchase
Check whether event-acquired customers buy again and whether wholesale leads become active accounts. Keep event attribution distinct from general customer activity.
A worked example
Illustrative scenario; this is not a reported customer result.
Two attendees liked the same tea. One wants a bag for home; the other buys for a hotel. Dots prepares a purchase-link message for the first and an approved wholesale information pack for the second.
A starter instruction for your dot
Organize our tasting contacts by event, product interest, buyer role, and agreed follow-up. Deduplicate against existing customers. Prepare relevant messages for review and track replies through actual orders.
Do not treat every attendee as a wholesale lead or contact people who declined. Report first purchases, repeat purchases, and event contribution.
For a repeating check, add a time, time zone, end date, and where results should arrive. Ask for confirmation that the schedule was saved. Define which exceptions deserve a notification and when the workflow should stop.
Measure the commercial result
Include booth fees, samples, travel, staffing, and discounts in the event cost. Track eligible leads, first orders, repeat orders, and wholesale accounts over a stated period; distinguish tracked association from proven incremental sales.
Keep the handoff clear
A badge scan or a bowl of business cards does not reliably record what follow-up the person requested. Improve the event capture process before asking an agent to work an ambiguous list.
Begin with a small, reviewable pilot. Inspect the records and actual outcomes before expanding its scope. Give the agent enough authority to complete the agreed work, with clear ownership of exceptions.
Talk to Looski about this workflow. We can help map the data, integrations, decisions, and measurement before implementation.
Frequently asked questions
What should we record during a tasting?
The event, product tried, stated interest, buyer role, contact details supplied, and the follow-up the person agreed to. Short accurate notes are more useful than an unqualified attendee list.
Can Dots compare two tasting events?
Yes, using comparable records and observation periods. Compare costs, eligible leads, orders, repeat purchasing, and margin while accounting for differences in audience and event size.