HEMS: AI-Powered Content and Data Automation
HEMS manages large volumes of event information, customer communications, and menu-survey data. Processing this information manually required considerable administrative effort and made it difficult to transform valuable responses into timely business insights.
BITs Software developed two practical AI solutions that turn unstructured surveys and emails into structured data, actionable analytics, and publication-ready event content.
The Challenge
HEMS relied on manual processes for two information-heavy workflows:
- Menu-survey responses needed to be reviewed, interpreted, and entered into spreadsheets before the team could analyze customer preferences.
- Event information arrived through emails and attachments in different formats.
- Employees had to read each message and manually create individual event records.
- Processing hundreds of events created a significant administrative workload.
- Inconsistent formats increased the risk of missing or incorrectly entering important information.
- HEMS needed automation while retaining human review before information was finalized or published.
The Solution
BITs Software combined AI, large language models, OCR, and custom workflow automation to improve how HEMS processes surveys and event information.
Menu Survey Intelligence
We created an AI-assisted workflow that converts menu-survey responses into structured, usable data.
Key capabilities include:
- OCR extraction: Reads information from scanned surveys, images, and uploaded documents.
- AI-powered interpretation: Identifies and categorizes drinks, preferences, and survey responses even when formats vary.
- Data standardization: Converts inconsistent responses into structured information ready for analysis.
- Demand analytics: Highlights popular drinks, customer preferences, and emerging demand patterns.
- Review workflow: Allows the HEMS team to verify extracted information and correct exceptions when necessary.
- Centralized reporting: Makes survey insights easier to explore and use when planning future menus and offerings.
Email-to-Event Automation
We also developed an intelligent workflow that reads incoming event emails and prepares event records automatically.
Key capabilities include:
- Email interpretation: AI reads incoming messages and relevant attachments.
- Information extraction: Identifies event names, dates, times, locations, descriptions, contacts, and other important details.
- Draft generation: Converts extracted information into structured draft events.
- Bulk processing: Allows large volumes of event emails to be processed without creating every event manually.
- Human approval: Drafts remain available for review and editing before they are published to the portal.
- Consistent formatting: Standardizes information received from different senders and email formats.
The Results
The new AI-assisted workflows help HEMS process information faster while keeping its team in control of final decisions.
The solutions have:
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- Significantly reduced repetitive data entry and manual content preparation.
- Made it possible to process hundreds of event submissions more efficiently.
- Improved the consistency of event information created from emails.
- Turned menu surveys into actionable demand and preference insights.
- Reduced the risk of important information being missed during manual processing.
- Allowed employees to focus more time on review, planning, and customer service.
- Created a scalable foundation for introducing AI into additional HEMS workflows.
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Rather than using AI as a standalone tool, BITs Software integrated it directly into the workflows HEMS already uses, turning everyday business information into useful actions and measurable operational value.