How Shape Built Automated Event Dashboards for Book Your Block
Book Your Block (BYB) is a US-based company providing fully managed event housing solutions for youth sporting events across North America. From arranging hotel accommodation for hundreds of travelling teams to securing rates near event venues, BYB is a trusted partner for event organisers nationwide.
Shape is BYB's embedded development team, building and maintaining the technology platform that allows BYB to operate efficiently and scale in a complex, niche industry. When BYB needed to transform how they create client-facing dashboards, we built a custom web application that cut the process from days to minutes.
Where the Client Was Before Shape
Before this project, BYB's process for creating client-facing event dashboards was slow and manual:
- Generating dashboards with event-specific content required coordination across multiple departments
- Each new client or event could take days to prepare, with teams manually inputting links, content, and booking information
- Maintaining consistency and accuracy across dashboards was a constant challenge
- BYB could not quickly showcase events at live conferences or run demos with potential customers
This process was holding back BYB's ability to onboard clients at the pace their business demanded. They needed a solution that would remove the bottleneck entirely.
What Shape Delivered
As BYB's embedded development team, we understood the business deeply before writing a line of code. That meant we could move quickly, designing and building a solution that fits naturally into BYB's existing platform and workflows.
Discovery and scope definition
We worked with BYB's operations and sales teams to map the full dashboard creation workflow - from client onboarding through to a live, populated booking site. This helped us identify exactly where the manual effort was concentrated and which steps could be fully automated.
Custom web application development
We built a custom web application, integrated into BYB's wider platform, that dynamically generates client dashboards as soon as events are added to the system. The application connects directly to BYB's backend, pulling in event-specific content, schedules, and booking information without any manual input.
End-to-end workflow automation
The core of the project was eliminating the multi-department coordination that slowed everything down. We built a fully automated pipeline: when a client is onboarded and an event is submitted, the dashboard and booking site are created automatically - ready to share in minutes, not days. No manual coordination between departments. No repetitive data entry.
Marketing-ready output
We designed the dashboards so they double as live demo tools. BYB can now walk into a conference, onboard a prospect on the spot, and show them a fully populated, branded dashboard in real time. What used to be an operational task became a client-facing marketing asset.
Ongoing platform evolution
Because Shape is embedded in BYB's team, the solution was not a one-off delivery. We continue to evolve the platform as BYB's business grows - adding new event types, extending dashboard functionality, and adapting to changing requirements.
