Integration at Scale: How a Global Hospitality NPO Cut Manual Work with Workflow Automation

Why a New System Became Non-Negotiable

The Partnerships team was managing sponsorships across multiple platforms and spreadsheets, relying on manual processes to track payments, inventory, and event holds—without real-time visibility or reliable data flow. As their operational needs grew, it became clear that a more scalable, integrated system was essential. I led the transition to Airtable, designing and implementing a low-code infrastructure that set the foundation for sustainable growth.

Creating a streamlined, scalable infrastructure through low-code automation, real-time operational dashboards, and smart integration.

Through custom Shopify integration, strategic systems mapping, and hands-on low-code automation, I delivered a dynamic solution: automated data syncs, optimized database logic, intuitive Airtable dashboards, and a scalable foundation for ongoing event management. The result was measurable efficiency—and a team finally free to focus on growth, not admin.

Establish Scalable Infrastructure

Resolve inconsistencies between Shopify, Quickbooks, and internal schedules through standardized data architecture and automation planning.

Enable Operational Confidence

Replace fragmented systems with a unified source of truth that supports fast, confident decision-making across teams.

Eliminate Manual Bottlenecks

Reduce time spent on repetitive tasks and data entry by identifying high-friction points in sales, sponsorship, and event workflows.

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The Solution: Integrated Airtable System Design & Shopify Workflow Automation

To replace manual tracking and fragmented tools, I engineered a fully integrated system across Airtable and Shopify—built on 150 custom automations that now process over 40,000 field-level actions each month. From inventory syncing to sponsorship reservations, every process was mapped, automated, and optimized to ensure high performance with low lift. The system now supports over 760 steps per day, drastically reducing human touchpoints and freeing the team from thousands of micro-tasks each month.

Smart Systems That Streamline, Scale, and Support.

Here’s a breakdown of the core systems and capabilities implemented:

✓ Shopify Integration	Developed a robust two-way API connection to automate product syncing, parse multi-line sponsorship orders, and ensure seamless data flow between systems.
✓ Inventory Standardization	Introduced SKU consistency and event UIDs to unify inventory tracking and eliminate data discrepancies across platforms.
✓ Workflow Automation	Replaced manual data entry and task handoffs across sales, inventory, and scheduling with intelligent Airtable automations—reducing error rates and reducing administrative tasks.
✓ Operational Dashboards	Enabled real-time insight into sponsorships, financials, and inventory through intuitive Airtable dashboards—built for seamless use and streamlined updates.
✓ Low Code Architecture	Established a flexible, scalable system using Airtable and Shopify integration—designed for easy adoption, minimal overhead, and long-term adaptability.
✓ Scalable Infrastructure	Implemented a flexible, scalable system using Airtable and Shopify integration—designed for easy adoption, minimal overhead, and long-term adaptability.

This system succeeded because it didn’t just automate—it adapted

▶️ Shopify Inventory Management on Airtable Interfaces

Every workflow automation was designed with the user in mind, and built to deliver clarity without complexity. With intuitive interfaces and high-redundancy coverage, the team saw immediate results: less friction, fewer errors, and a massive return in time and focus. What once took hours of manual coordination now happens invisibly in the background—consistently, accurately, and at scale.

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Strategic Outcomes That Speak for Themselves

Architected with precision and designed to outpace complexity, it transformed chaos into clarity—and gave the team the tools to lead with confidence. It’s not just a system; it’s a strategic operating layer that turns day-to-day execution into long-term advantage. This is what happens when strategy meets systems: operational friction fades, and future-facing momentum takes over.

 Capacity Through Automation

With high-friction tasks offloaded and complex workflows automated, the team reclaimed time, reduced cognitive load, and redirected their focus toward strategic partnership development.

Operational Simplicity with Depth

The system consolidated fragmented tools into one streamlined workflow, removing bottlenecks across sponsorships, payments, and scheduling—built to handle 150+ automations without the overwhelm.

Designed to Scale, Not Just Survive

From syncing 675+ unique sponsorship variants to managing growing inventory and order volume, the system was designed to evolve—supporting more partners, more events, and more complexity without adding operational drag.