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Case Study
From Inbox Backlog to a Morning Briefing That Runs the Day
Problem: Manual Admin
Company
SOL Elements Bathhouse and Spa
Industry
Health and Wellness, Spa and Hospitality
Problem
Creative founder stretched across marketing execution, team routing, and an inbox that was swallowing the work she most wanted to build.
What we built
- • A personal AI assistant called Delilah, built in a single Sunday
- • Reads Shae's inbox twice a day, filters subscription noise, routes each thing to where it belongs
- • Drafts replies in Shae's voice; captures actions straight into Asana and her calendar
- • Catches up with Shae at 9:30am and 2pm every day; helps her land at inbox zero by 5:30pm
Outcome
- ✔ Several hours a day in the inbox → 15 minutes per session, twice a day
- ✔ Inbox at zero by 5:30pm, every working day
- ✔ Replies drafted in Shae's own voice, ready to go in her inbox
- ✔ Tasks and dates in Asana and the calendar automatically, ready to action by Claude or herself
- ✔ Delilah reminds Shae when things are due so nothing slips
The Situation
Where things stood
The business was busy. The guest experience was strong. Shae was spending too much of her week in her inbox.
"I get pulled in all these different directions. I'm creative and I can be a bit disorganised and a bit all over the place. My emails get out of control. I end up not maybe being as focused with my time on the things maybe that I should be."
Shae was about to leave for a 3 week overseas work trip. Any system had to work from the road, not just her desk.
The Bottleneck
What was actually in the way
Everything landed in one undifferentiated stream: receipts, invoices, team mail, booking confirmations, media enquiries, and the day's booking numbers.
• Receipts and invoices had to be forwarded by hand to the bookkeeping system.
• Marketing opportunities and media were landing in Shae's inbox first, taking her time.
• Tasks lived in Shae's memory until she sat down to type them into Asana.
• Shae was wary of letting AI write for her, so drafting stayed with her.
In her words: "I'm spending a lot of time kind of chasing my tail."
The Fix
What we built
Reads Shae's inbox twice a day. At 9:30am and 2pm, Delilah filters subscription noise into a side folder and groups what's left by category: receipts, invoices, team actions, questions, urgent, and the day's booking and revenue numbers.
Drafts replies in Shae's voice. Delilah is trained on Shae's own writing. Drafts land in Gmail. Shae reads them, voice-records any changes, sends from her phone. The brand voice stays intact because Shae still writes the last word.
Captures actions into Asana and the calendar. Anything that needs doing goes into Shae's Asana. Anything with a date goes into her calendar. Delilah also pencils in dedicated time to actually do the work.
Reminds Shae when things are due. Deadlines come up at the next catch-up, in enough time to act.
Catches up twice a day. Every morning at 9:30am and again at 2pm, Delilah plays Shae back what's new, what needs attention, and her jobs for the day. By 5:30pm, Delilah has landed Shae at inbox zero.
The Outcome
What changed
- ✔Several hours a day in the inbox → 15 minutes per session, twice a day
- ✔Inbox cleared to zero by 5:30pm, every working day
- ✔Receipts, invoices, team mail and booking numbers each route to where they need to go
- ✔Shae's three-week trip all managed by Claude: where to check in next, what's on the plan for today, who are we meeting, and even the oh shit the flights got cancelled & Claude would find a new flight
The Human Payoff
What it actually meant
Shae mid-build:
"I can already feel the technological stress, lifting off of my shoulders. Because I am a creative, this stuff really actually does really bother me because I'm not in my zone."
Delilah carries the day-to-day weight so Shae can be in the creative work and with her family.
Client Feedback
"it's honestly been a gamechanger for me ... the streamlining tasks from there into my Asana for to-dos and Calender etc that has been super helpful!"
Shae Raven — Co-Founder, SOL Elements Bathhouse and Spa