Behind the Build: Airtable Dashboards for Project Management That Reimagined Global Conference Logistics
- Katelyn LeBoeuf
- Apr 12, 2025
- 4 min read
See how Airtable interfaces, automation logic, and dashboards for project management transformed sponsor operations for a major event—cutting task turnaround time by 20% and streamlining 1,600+ deliverables annually.
Manual systems weren’t made for scale. And when you’re managing 200+ sponsors, coordinating across departments, and prepping for a five-day event, inefficiencies don’t just slow you down—they snowball into missed deadlines, scattered communication, and overwhelmed teams. This success story is about what happens when you stop patching the problem and build a system that actually solves it.
The Moment It Clicked: One Pattern, Too Many Places
When I joined the organization, I started seeing the same issues crop up over and over again—data duplicated across tools, inconsistent updates, and endless back-and-forth just to confirm what was complete. Even basic sponsor deliverables required inputting the same information into multiple systems, and small discrepancies often triggered avoidable errors or follow-ups. Sponsors, too, struggled to locate essential information—relying only on QuickBooks or PandaDoc auto-notifications that frequently landed in spam folders or went unnoticed.
After successfully introducing Airtable to manage RFID event data, I recognized it was capable of much more. By demonstrating its potential to centralize data, streamline communication, and automate repetitive tasks, I opened the door to a larger systems transformation—and eventually shifted into leading strategy around how we could rearchitect our workflows altogether.
The Challenge: Disconnected Data, Disorganized Deliverables
The organization had the people, the vision, and the drive—but lacked the operational systems to match their scale. Fragmented spreadsheets, inconsistent tracking, and manual processes slowed everything down. Internal teams were overburdened. Sponsors were frustrated. Leadership had no clear view of deliverables.
Key workflow challenges identified during business processes analysis:
Siloed data across spreadsheets and departments
Manual task tracking creating delays and confusion
Sponsors receiving fragmented, one-way communication
An Airtable dashboard for project management was a viable choice, but needed to deliver clear visibility, task automation, and centralized sponsor tracking—all built for scale.
The Strategic Build: From Disjointed Tools to Streamlined Business Processes
This wasn’t about more tech. It was about smart, strategic systems development that created clarity without complexity.
Through systems mapping and workflow analysis, it was clear we didn’t just need a fix—we needed a foundation. Using Airtable Interfaces, I created a fully centralized sponsor management system—complete with dashboards, prefilled forms, and built-in automation logic. Designed to handle the chaos of event prep with control and clarity, the system delivered high-touch functionality without relying on third-party add-ons or monthly costs.
Feature Spotlight: A System That Pays for Itself
This system wasn’t just designed for clarity—it was designed with ownership in mind. Rather than relying on paid add-ons like Softr or premium interface subscriptions, I used native Airtable tools to build private dashboards, session-specific subpages, and secure sponsor access—all without added cost. The result? A streamlined portal experience that continues to scale—while saving the team thousands in recurring fees.
We’ll break this down further in an upcoming post.
What the Numbers Say (and Keep Saying)
This wasn’t just a one-time win—it’s a system built to scale, evolve, and keep delivering. From day one, the results spoke for themselves—and year over year, the numbers keep growing alongside the organization’s needs.
600+
Custom Dashboards Built → Interactive dashboards for project management, sponsor tracking, & team collaboration—designed for immediate insight.
2.5k +
Personalized Emails Sent (& Counting)→ Over the past 3 years, automated reminders have delivered task-specific updates, reducing follow-ups.
$3k +
Saved Annually on Software Costs → Built a full sponsor portal experience using native Airtable features—eliminating the need for paid add-ons like Softr or Interface Designer.
1.6k+
Deliverables Tracked Annually → Managed through eight custom Airtable forms & dynamic task workflows linked to sponsor records.
Ready to reduce manual work and reclaim your time?
learn how custom dashboards and low-code automation can power your business processes.
Why It Worked: Systems Mapping Meets Human-Centered Design
The build wasn’t just functional—it was intuitive.
By approaching this as both a database developer and a strategic partner, I focused on what would support long-term efficiency without overwhelming users. Every form, dashboard, and automation was created to remove friction, reduce repetitive work, and give both sponsors and internal teams more control.
This is what happens when workflow systems are built with both people and performance in mind.
Experience Elevated
The impact of the system was felt immediately, both behind the scenes and across the sponsor experience. Internally, the team described the shift as a complete transformation: what once required constant back-and-forth, manual updates, and spreadsheet wrangling became a streamlined, intuitive workflow that gave them control, visibility, and time back in their day. Sponsors echoed the sentiment, sharing how helpful it was to finally have all their key links, deliverables, and event resources centralized in one place—no more digging through emails or chasing updates. The result? A smoother experience for everyone involved—and a foundation the team could rely on, not work around.
With real-time dashboards for business intelligence, structured data, and repeatable processes, the organization is no longer scrambling to keep up.
They’re scaling with intention. They’re prepared for expansion. And they’re making strategic decisions backed by clear, accurate systems.
They’re not just organizing information—they’re leading operations.
A System That Keeps Delivering
What started as a simple solution is now the backbone of a growing, evolving operation. With each new event cycle, the system scales—bringing more clarity, efficiency, and insight to every moving part.
Want to see the complete build? Explore the Case Study → for a breakdown of dashboards, deliverables, and long-term results.
You Don’t Need More Tools. You Need Better Systems.
I’ve been in your shoes—navigating duplicated data, siloed tools, and sponsor requests that never stop coming.
Let’s design a system that grows with your business, simplifies your operations, and frees you up to lead with clarity.
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