The Kainos Team|Aug 14, 2026
How House of Stewards manages a global community through one customised CRM
House of Stewards is a global community with 5,000+ members across 17 cities, managed by just two people.
At that scale, member records, event registrations, updates and follow-ups create a substantial coordination workload. A customised CRM with AI assistance and automated communications brought these tasks into one place, giving the team a clearer view of the community and what needs attention.
A dashboard built around the business
The engagement began by mapping how House of Stewards manages members, organises events and communicates across cities.
Our team built a customised CRM dashboard connecting member profiles, registration records, event details and communication history. The founders can filter by city, view upcoming gatherings, check registration status and identify outstanding actions without switching between spreadsheets and messaging tools.
Each member profile brings together relevant information, including their location, attendance history, communication preferences and previous enquiries. Access controls protect personal information.
We handled the setup, integrations, testing and ongoing maintenance, adapting the system as the community's needs evolve.
AI that helps the team see what matters
An AI assistant within the dashboard helps the founders navigate the information already available to them.
They can ask questions such as, “Which upcoming events still need attention?” or “What were the most common concerns in this month's feedback?” The assistant summarises the relevant records and links back to the underlying information for review.
It also organises incoming enquiries, identifies recurring questions and prepares draft responses using approved event details and community policies. Sensitive or unusual requests remain with the founders.
Automated updates, with the right context
The CRM uses registration status, event details and member preferences to trigger routine communications.
Confirmation messages, event reminders, venue updates and feedback requests are scheduled through connected email and WhatsApp channels, with timing adjusted to each city.
Approved templates keep essential details consistent. AI helps draft variations for review, while defined rules determine who receives each message and when.
Delivery status and communication history appear in the dashboard, helping the team spot failed messages and avoid duplicate follow-ups. Cancellations and registration changes update the remaining communication schedule.
The actual impact
For House of Stewards, the combined workflow supports:
One view of the community: Member, event and communication records accessible through a shared dashboard.
Less repetitive coordination: Routine updates triggered without preparing each message individually.
Faster attention to issues: Outstanding tasks, failed communications and recurring concerns surfaced for review.
More capacity for a small team: Less time navigating disconnected systems and more time supporting members.
The value is measured through administrative time saved, communication errors and response times—not simply the number of tasks automated.