Case Study - Moving from manual to automated workshop scheduling
We built an automated scheduling platform to help Fearless Futures scale their equity and inclusion workshops.
- Client
- Fearless Futures
- Services
- Web application development, Workflow automation, Scheduling system design
Overview
Fearless Futures partners with daring organisations who are ready to engage in organisational ecosystem change, by facilitating transformative equity and inclusion learning experiences both in-person and online.
The challenge
As demand for their services continued to grow, the process of manually scheduling workshops and managing freelancers was becoming inefficient with increasing time spent determining facilitator availability, tackling timezones, and coordinating invoicing. Fearless Futures identified they needed to move from long email threads to a reliable, automated system.
What we did
- Ruby on Rails
- Scheduling automation
- Calendar workflows
- API integrations
The turning point
Working alongside Fearless Futures, we identified that a combination of a centralized shared calendar and a smart automated workflow would enable the company to continue on their growth path. Their entire scheduling process is now streamlined thanks to the implementation of our digital technology.
“The Fearless Futures scheduler has been a game changer for our workflow. Information about workshops and freelancer allocations now live in a central place, making it easier for our team to update in real time.”
Moving forwards together
The Fearless Futures Scheduler is an intelligent web platform that understands the specific scheduling journey, and provides visibility and clarity to each stage of the workshop process, from pre-workshop booking to post-workshop invoicing. We also developed a workshop setup wizard to simplify creation and added auto-suggestion for facilitator allocation based on availability and delivery criteria.
Tight integration with Zoom video conferencing and Xero accounting software extends the usefulness of the platform even more.
The result
Fearless Futures had the foresight to move forwards by utilising intelligent, automated technology. We helped them to actualise this vision. The Fearless Scheduler is now an integral part of challenging inequities and reshaping the organisational ecosystems within some of the largest corporate names in the world.