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Systems Architecture Portfolio & Case Studies
Tech Stack: Airtable, Make (Integromat), Typeform, Webhooks, Stripe, ActiveCampaign, Google Workspace, Slack.
1. The Challenge: Summers Wellness Farm operated direct-to-consumer farm share memberships, seasonal harvests, and hands-on farm workshops. The farm struggled with manual booking management, missing participant liability waivers, inventory mismatches between farm store sales and online orders, and time-consuming email communication. Staff spent over 15 hours a week managing administrative handoffs instead of farm operations.
2. Process Architecture & Flowchart:
3. Relational Database Schema (Airtable Base):
Guests & Members Table: Linked to Bookings, Waivers, and Subscriptions. Tracks lifetime value, dietary requirements, and waiver status.
Workshops & Events Table: Linked to Bookings and Resource Roster. Tracks capacity, instructor assignments, and revenue per session.
Produce & Inventory Table: Linked to Orders. Tracks real-time yield stock levels, harvest dates, and pack-list quantities.
Waiver & Compliance Table: Linked to Guests. Stores digital signature timestamps and PDF links.
4. Technical Specs & Automation Logic (Make.com):
Trigger: Webhook Listener (POST) receiving JSON payload from Typeform / Stripe Checkout.
Data Parsing: JSON parsing with string formatting to clean phone numbers and standardize names before writing to database.
Conditional Routing:
- Path A (Produce Order): Search Airtable for Product SKU → Decrement Available Yield Stock → Append item to field packing list Google Sheet.
- Path B (Workshop Registration): Create/Update Guests record → Generate custom waiver URL via ActiveCampaign → Schedule automated reminder check 48 hours prior to event.
Error Handling: Built fallback router: if SKU or Guest Record isn't found, system generates a flagged record in Airtable Review Queue and posts an alert to Slack #farm-ops.
5. Results & Impact:
✔️ 100% automated guest onboarding and liability waiver collection prior to arrival.
✔️ Saved 15+ hours/week in administrative data entry and manual inventory tracking.
✔️ Zero inventory oversales across direct-to-consumer farm share pickups.
Automated Harvest, Direct-to-Consumer & Farm Workshop Infrastructure
summers Wellness Farm
Tech Stack: Airtable, Zapier, Webhooks, Dubsado, ActiveCampaign, QuickBooks, Slack, Google Workspace
1. The Challenge: Corrective Bodyworks faced administrative overload from manual patient onboarding, physical intake forms, missed appointment reminders, and manual invoicing across accounting software. Practitioners were losing billable clinical hours to administrative tasks.
2. Process Architecture & Flowchart:
3. Relational Database Schema (Airtable Base):
Patients Table: Master CRM database storing medical history intake flags, contact info, linked visit logs, and billing status.
Appointments Table: Linked to Patients and Practitioners. Tracks session types, treatment notes, and cancellation status.
Invoices & Billing Table: Linked to Patients. Syncs QuickBooks payment status, transaction IDs, and receipt URLs.
4. Technical Specs & Automation Logic (Zapier):
Trigger: Catch Webhook from Dubsado booking platform on new appointment scheduling.
Lookup & Logic Filter: Search Airtable Patients table by email address.
If No Match: Route to Path 1 → Create new patient master chart in Airtable → Dispatch ActiveCampaign intake form drip → Post Slack reception alert.
If Match Exists: Route to Path 2 → Update patient visit count and timestamp → Generate automated QuickBooks invoice.
Error Handling: Form fields validated for missing phone numbers/emails; incomplete records logged to a "Requires Follow-Up" view in Airtable.
5. Results & Impact:
✔️ Eliminated 100% of manual patient intake data entry.
✔️ Reduced no-show rate by 40% through automated SMS/Email intake reminder workflows.
✔️ Practitioners reclaimed 8+ hours per week for direct patient care.
Automated Clinical Patient Intake, CRM & Appointment Pipeline
Corrective Bodyworks
Tech Stack: ClickUp, Notion, Make (Integromat), Airtable, Webhooks, Slack, QuickBooks, Google Drive.
1. The Challenge: Branchville Inc. struggled with communication silos between field contractors and back-office operations. Subcontractor time logs, project milestone updates, vendor expense tracking, and client progress reports were managed via scattered group texts and paper forms, leading to billing delays and project handoff bottlenecks.
2. Process Architecture & Flowchart:
3. Relational Database & Project Architecture (ClickUp & Airtable):
ClickUp Structure: Space per client project → Lists for Design, Procurement, Build, and Inspection → Custom fields for budget tracking, labor hours, and phase status.
Airtable Subcontractor & Cost Hub:
Projects Table: Linked to Subcontractors, Invoices, and Milestones.
Subcontractors Table: Stores license numbers, insurance expiration dates, linked time logs, and payout calculations.
Expense Logs Table: Receipts uploaded via mobile form auto-categorized by project ID.
4. Technical Specs & Automation Logic (Make.com):
Trigger: Custom Webhook receiving field submission logs from mobile form.
Multi-Step Execution:
1. Map project ID to ClickUp API endpoint → Update task custom fields (Labor Hours, Phase Status).
2. Append expense record to Airtable → Calculate total job cost vs. estimated budget.
3. Router Condition: If Milestone status changes to Complete, trigger automated QuickBooks draft invoice generation and notify executive team in Slack #project-alerts.
Safety Rules: Insurance expiration date checker automatically halts subcontractor assignment in ClickUp if compliance documents are expired.
5. Results & Impact:
✔️ Accelerated project handoffs and billing cycles by 70%.
✔️ Created a single source of truth connecting field staff, project leads, and executive leadership.
✔️ Prevented uncertified vendor assignments through automated compliance verification.
Commercial Project Management & Field-to-Office Automation Hub
Branchville
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