BBYO was offering an on-demand virtual event service that allowed any teen to host an online event or experience through their platform.
An event can be booked by clicking on the Add Event button on their Webflow website as shown below:
An event can be added by filling a simple Jotform, which is connected with an AirTable CMS, as shown in the table below.
In the backend, the operations team had to manually approve the events, and generate a Zoom link from 10 Zoom accounts that they had configured, without avoid a time-clash.
If the participant wanted to book a meeting on 25th November, 2022 at 9:30 AM, the team had to manually check all Zoom accounts, where this time-slot was available, and generate a link on that account.
This process of manually finding time-slots and updating on Airtable was consuming 5+ hours of operational work/week, and also increasing the turn-around time for event approvals.
Additionally, they also wanted to log the data of all webinar registrations into Airtable, instead of manually pulling them from the Zoom dashboard.
🎯 The Solution
I built a solution on make that leveraged Zoom’s API to find the best possible time-slot for the event, while rotating the Zoom accounts that were used.
Here’s a flow-chart that explains the solution we came up with:
Here’s how the scenario looked like on Integromat:
I built additional scenario capabilities to rotate the Zoom accounts, and also provide the added capability of bulk-scheduling Zoom events via Airtable.
Additionally, I was also able to build a system that automatically pulls the registration information and pushes them into an Airtable base:
On final deployment, the system was able to schedule 45+ Zoom events in less than 10 minutes, with zero errors. Moreover, the entire system was built in less than 2 weeks without writing a single piece of code, and at 80% lower cost than traditional development.
10x 🔥Faster Zoom Scheduling
40% ⬇️Lower operational costs
100% ⭐️Scheduling efficiency