Snowhotel Family – A SharePoint-Based CRM Solution for the Travel Industry

Snowhotel Family is a well-known and respected tourism company in Finnish Lapland. Its business includes Arctic SnowHotel & Glass Igloos, Snowman World, and Piparina Day Cabins & Dining. International cooperation with tour operators, agencies, and other partners plays an important role in the company’s day-to-day operations.

As the partner network grew, information management became increasingly difficult. Partner data was spread across multiple files and tools, with no centralised view of contacts, history, or documents. Follow-ups relied heavily on manual work, while traditional CRM systems felt too heavy, complex, or expensive for the company’s needs.

Tietotalo designed and implemented a lightweight CRM solution for Snowhotel Family using Microsoft SharePoint, Power Automate, and Copilot Studio. The goal was to centralise partner data, streamline follow-ups, and bring AI into daily work within the customer’s own Microsoft 365 environment.

Tietotalo designed and implemented a lightweight CRM solution for Snowhotel Family, built entirely on Microsoft SharePoint and Power Platform. The solution was enhanced with an AI assistant created with Copilot Studio. 

The solution combined: 

• centralised partner management 

• automated follow-ups 

• structured documentation 

• AI-assisted information retrieval 

Centralised partner management in SharePoint 

At the core of the solution is a SharePoint-based partner register that brings all key information into one place. The register includes, for example: 

• contact details 

• account ownership 

• follow-up information 

• key partnership-related details 

This created a single reliable source for managing the entire partner network. 

Automated follow-ups with Power Automate 

With Power Automate, partner follow-ups became more systematic and proactive. Automated workflows create follow-up events in the calendar and assign them directly to the responsible person. 

As a result: 

• manual work was reduced 

• fewer follow-ups were missed 

• responsible employees received tasks at the right time 

• partner communication became more consistent 

Structured partner documentation in SharePoint libraries 

A dedicated folder structure was created in SharePoint for each partner. It stores all essential materials related to cooperation, including: 

• agreements 

• key documents 

• Partner History files 

• ongoing collaboration notes 

When information is stored in a structured way in one place, it is easier to find and easier to keep up to date. 

AI assistant built with Copilot Studio 

The solution also includes an AI assistant built with Copilot Studio and embedded directly into the SharePoint site. The assistant can use partner lists, historical files, and internal guidelines as its source material. 

Staff can ask questions such as: 

• When was the last contact with this partner? 

• Who is responsible for this account? 

• What agreements do we have in place? 

Thanks to natural language understanding, information retrieval is fast, intuitive, and easy to use. 

The solution delivered immediate benefits and supported daily work in concrete ways. 

Centralised data 
All partner information is now stored in one place in a structured format. 

Time savings 
Staff no longer need to search for information in emails, files, and separate systems. 

Better partner communication 
Automated follow-ups support regular and more systematic communication. 

Full data ownership 
The solution runs in the customer’s own Microsoft 365 environment without reliance on third-party CRM platforms. 

AI-driven efficiency 
Information retrieval is now faster, more conversational, and easier to access. 

Snowhotel Family now benefits from a modern, SharePoint-based, AI-assisted CRM solution that makes partner management easier, reduces manual work, and improves access to information. The result is a clear and scalable solution that supports business operations without the complexity of a traditional CRM system.