3,000 members. One message. Every name correct.
The challenge
A sports club wanted to send a personal video message from their president to every congress member. But they had 3,000 members — and the message needed to feel individual, not broadcast.
What we built
A personalisation engine. One filmed message, automatically adapted with each member's name and details. End-to-end delivery system — filming, processing, personalisation, distribution.
The result
3,000 individually addressed video messages, delivered to every member. One shoot, one system.
The brief
A sports federation with 3,000 congress members wanted to mark an annual milestone with something more than a mass email. Their president would film a direct address — but the goal was for each member to receive a message that felt personal, not a broadcast with their name bolted on.
The challenge was not filming. It was scale: 3,000 unique video files, each correctly personalised, each delivered to the right inbox.
What we designed
The system was built around a single filming session. The president recorded one master address — clean, no placeholders, no awkward pauses for inserted names. The personalisation was handled entirely at the render stage.
The data layer: Member names, titles, and email addresses were exported from the federation’s CRM and loaded into a structured Airtable base. Each record became a render job.
The render layer: Shotstack received each member’s details and composed the video — overlaying the member’s name and title in the correct position, in the correct typeface, matched to the federation’s brand identity. Dynamic text zones handled title formatting automatically.
The delivery layer: Make.com triggered individual email sends once each render completed, pulling the correct video file and addressing the email to the corresponding member. No manual matching, no batch sends with the wrong attachment.
The pipeline
CRM export → Airtable → Make.com → Shotstack → Email deliveryWhat this means in practice
The president filmed for one hour. The system rendered 3,000 personalised videos and delivered every one within 24 hours. Not a single member received someone else’s file.
The federation’s communications team reported significantly higher engagement than their previous text-based congress communication. Several members responded directly to the email — treating it as a personal message.
Which is exactly what it was.
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