A step-by-step plan became a working ad booking system for a whole company
An Airtable-based booking flow where ad slots vanish once taken and every department sees only the bookings it needs.
This student mapped out every step of how advertisers book space with their company, then built it. Personalised invitations, live availability, file uploads and separate views for eCommerce, graphics, warehouse and accounting all connect in one flow. It is a clear example of turning an everyday work process into a tool that runs itself.
Before
Advertising at their company came in many shapes: a monthly newsletter, web banners every 14 days, print ad placements four times a year and package inserts. Each format had its own limited slots, and several teams needed different pieces of each booking. Keeping customers, dates, files and payments lined up across eCommerce, graphics, warehouse and accounting was a lot to hold together.
“Customers only see the fields relevant to them, which are already pre-filled.”
In their own words
The turning point
In the program they broke the whole process into clear stages: booking, file upload, department views and an accounting overview. Writing each step down made it possible to build it, piece by piece, using Airtable forms and linked views. Small rules mattered, like hiding a slot the moment it is booked and never showing dates that have already passed.
“Dynamic Availability: Once a slot is booked, it will no longer be displayed to other customers.”
In their own words
After
Now customers receive a personalised email with a link to a pre-filled booking form. After booking, they get a second personalised link where they see only the fields relevant to them, upload their designs and pick their date. Behind the scenes, each department's view updates automatically, and accounting gets one overview of customers, formats and payment status.
What it lets people do
Customers can book an ad slot in a few clicks without double-booking anyone else. Each team inside the company sees just the work that belongs to them, with download links ready, so nothing gets lost between booking and publishing.
What they learned
Writing a process down clearly is most of the work of automating it. When each department's objective is spelled out, the tool can be shaped so that every person sees only what they need.
“Objective: Each department sees only the bookings relevant to their responsibilities.”
In their own words
See the work
Advertising Booking Platform was built during AI Mastery.
Read the full submission
Written 21 January 2025 Submitted by the storyteller
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