About BBYO
BBYO is the leading pluralistic Jewish teen movement, with hundreds of chapters across North America and in 60 countries worldwide, reaching nearly 70,000 teens a year. It runs one of the largest platforms for delivering meaningful, affordable experiences to young people — and a fast-growing share of those experiences had moved online.
The challenge
BBYO offered an on-demand virtual-event service: any teen could request an event through a Webflow site, which fed a JotForm into an Airtable CMS. Behind the scenes, the operations team had to approve each event by hand and generate a Zoom link from one of ten configured Zoom accounts — manually checking which account was free at the requested time to avoid a clash. Finding slots and updating Airtable burned 5+ hours a week and slowed approvals. They also wanted webinar registrations logged into Airtable automatically, instead of pulled from the Zoom dashboard by hand.
The approach
I built a system on Make that used Zoom’s API to find the best available slot for each event while rotating across the ten Zoom accounts to prevent clashes. Booking flowed straight from Airtable, with bulk-scheduling support, and a second scenario automatically pulled registration data from Zoom back into an Airtable base — closing the loop without manual exports.
Tool stack
The lesson
The win wasn’t a clever integration — it was removing a human from a job humans are bad at: checking ten calendars for a free slot, every single time.
The result
On final deployment the system scheduled 45+ Zoom events in under ten minutes with zero errors. The whole thing was built in under two weeks without a line of code, at roughly 80% less cost than traditional development.
Abhi has gone above and beyond to bring our complex project to life. … I never would have thought the automation he set up would be possible, but I am blown away by what he was able to set up. Hiring him has saved us a ton of staff time and energy. I would absolutely hire him again for a future project!
— Ryan Ladd, Senior Manager, BBYO
