The Challenge
For years, the team at St. Anne Family Services faced a growing challenge that many organizations can relate to: managing a large number of events while keeping everyone aligned.
On any given day, there could be internal employee meetings, client conferences, community events, training sessions, and special gatherings happening simultaneously. Each event came with its own unique requirements. Some required different room layouts. Others needed specific devices, audiovisual equipment, catering services, or facility amenities. Coordinating all these moving parts involved multiple departments, multiple systems, and countless manual follow-ups.
The Sales team often struggled to schedule and manage events using traditional calendar tools such as Outlook and Google Calendar. While these tools were useful for basic scheduling, they lacked the visibility and operational workflows needed to manage complex events. Teams relied heavily on email communication, spreadsheets, and manual checklists to ensure nothing was missed.
As event volumes continued to grow, it became increasingly difficult to maintain a clear view of facility availability, resource requirements, and departmental responsibilities.
The Solution
That changed when St. Anne Family Services adopted Gaia Workspace.
By implementing Gaia Workspace as a centralized platform, the organization brought all event-related activities into a single system. Instead of managing requests through disconnected tools and processes, every event could now be planned, tracked, and coordinated through one unified workspace.
Today, all internal meetings and external events are displayed through the Gaia Workspace Calendar, providing real-time visibility into facility usage and schedules across the organization. Event coordinators, maintenance staff, food service teams, and sales representatives can all access the same information, eliminating confusion and reducing administrative effort.
One of the most valuable improvements has been the ability to visualize bookings through an interactive floor map. Rather than simply viewing events on a calendar, teams can see exactly how spaces are being utilized and understand facility availability at a glance. This visual approach has helped improve planning efficiency while minimizing scheduling conflicts.
Client Experience
The platform has also transformed the experience for external clients.
Today, clients can access an online booking portal where they can view available conference spaces, select suitable dates and times, and choose additional services such as catering menus. Once submitted, booking requests are routed to the Sales team for review and approval, creating a streamlined and professional client experience while maintaining operational control.
As the organization became more confident in the platform, it expanded its use of Gaia Workspace to support additional business processes. One recent example is parking management. Clients attending events can now reserve complimentary parking spaces as part of their event planning process, helping deliver a better guest experience while reducing manual coordination efforts.
Cross-Department Impact
The impact has extended well beyond event scheduling. Departments that once operated independently—including Sales, Finance, Maintenance, and Food Services—now collaborate through a shared platform with a single source of truth. Information flows automatically between teams, reducing duplication of effort and ensuring everyone works with the latest event details.
"Gaia Workspace is a stable application, and we have cooperated for more than four years. It has helped us coordinate with different teams like Sales, Finance, and Maintenance. The platform allows us to visualize the status of our facilities and saves a tremendous amount of manual work by synchronizing information into a unified platform."
— Jorge, Food Service Director at St. Anne Family Services
Today, St. Anne Family Services has moved beyond simply scheduling events. With Gaia Workspace, the organization has established a centralized, collaborative, and scalable event management process that improves operational visibility, enhances customer service, and enables teams to work together more effectively than ever before.
Results
- Centralized management of internal meetings and external events
- Improved visibility through calendar and interactive floor-map views
- Online self-service booking for clients and conference attendees
- Streamlined approval workflows for Sales teams
- Parking reservation management for event guests
- Better coordination across Sales, Finance, Maintenance, and Food Services
- Significant reduction in manual administrative work
- A single, unified platform for facility and event operations
About St. Anne Family Services
St. Anne's Family Services has grown into a premiere social service agency — from its humble beginnings more than 100 years ago as a home for pregnant young women with nowhere to turn. Today, it rises to the challenge of meeting the ever-changing needs of Los Angeles' most vulnerable populations by offering an array of comprehensive services that promote the well-being, safety, resilience and ongoing achievement of the children and families it serves.