Valentina Akpan: Founder, Rellatech. Admin and technical virtual assistant for businesses and startups with teams.
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 actually 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 rewrite the raw request into a sitter-friendly job post. The AI does not invent details; it formats the information into a consistent layout with the date, time, location, estimated pay, and anything the sitter should know before accepting. The result is a post that sounds like the agency wrote it, every time.
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 converted into a clear, consistent job post with the family’s needs, timing, location, and pay rate, 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
For a service business like babysitting, speed matters. Parents often book at the last minute, and the first available sitter gets the job. A delay of even ten minutes can mean losing the booking or making the parent feel ignored. The automation removes the delay between the parent submitting the form and the sitters seeing the job, without adding another app the owner has to manage.
Because the whole system is built on WordPress, the agency does not need a separate platform. The form, the tracking, and the public-facing site all live in one place. If the agency grows, the form can be extended with more fields, more sitter groups, or payment collection. The foundation is built to scale, not to lock them into a tool they will outgrow in a year.
The right automation for a small agency is the one that makes the owner feel like they have already hired a coordinator, without the overhead of one.
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
Work with Rellatech
I build booking and matching automations for small service businesses that run on WordPress and the tools they already use. If your agency is losing time to manual posting, copying, and chasing sitters, a short call is the fastest way to see whether a simple automation can fix it.
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