Case Studies › Convene
Enterprise SaaS & Workspace Tech

Enterprise booking infrastructure built for scale

Convene operates premium meeting and event spaces across major US and UK cities, serving Fortune 500 clients with complex, multi-day, multi-room reservations. Techdots rebuilt their booking engine and internal ops tooling to eliminate manual coordination bottlenecks, automate catering and AV requests, and give enterprise clients a self-serve portal that matched the quality of the physical spaces they were booking.

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C
Convene
Enterprise SaaS & Workspace Tech
62%
Reduction in booking abandonment rate
3.4x
Increase in enterprise contract volume in 12 months
18 hrs
Per week saved per venue ops coordinator
20 weeks
timeline
This engagement is best for
Premium venue and hospitality operators managing multi-location inventory
B2B SaaS platforms with high-touch service workflows requiring automation
Enterprise workspace providers scaling from regional to national footprint
Operations teams drowning in manual coordination between sales, clients, and on-site staff
The Transformation

Before & After

Before
✕ Booking requests arrived via email and phone, with availability tracked in shared spreadsheets across locations
✕ Enterprise clients had no self-serve portal — every change required back-and-forth with a sales coordinator
✕ Catering, AV, and facilities requests were collected in separate systems with no unified view for on-site teams
✕ No programmatic rate management — pricing adjustments for enterprise accounts required manual overrides in multiple places
✕ Reporting on utilization, revenue per room, and repeat client metrics required manual exports and ad hoc analysis
After
✓ Enterprise clients book, modify, and cancel multi-room reservations through a branded self-serve portal with live availability
✓ Catering, AV, room layout, and day-of preferences are captured at booking time and surfaced on a venue ops dashboard
✓ Dynamic pricing rules handle enterprise account tiers, multi-day discounts, and last-minute availability windows automatically
✓ On-site coordinators start each day with a structured run-of-show generated from confirmed bookings — no manual assembly
✓ Revenue, utilization, and client retention metrics are available in real time across all locations in a single analytics view
What We Built

Deliverables & Scope

Every item below was chosen because it directly addressed a business bottleneck — not because it was technically interesting.

01
Multi-location availability engine with conflict detection, hold management, and configurable booking windows per venue
02
Enterprise client portal with branded white-label support, multi-user account management, and booking history
03
Internal ops dashboard surfacing day-of run-of-show, room turnaround schedules, and service request queues for venue coordinators
04
Dynamic pricing engine supporting tiered enterprise rates, promotional windows, and add-on package bundling
05
Webhook-driven integration layer connecting bookings to Salesforce CRM, catering vendor systems, and AV equipment provisioning tools
06
Executive analytics dashboard with utilization heatmaps, revenue-per-square-foot metrics, and client cohort retention views
ROI Logic

Why This Generated
Real Business Value

Every hour a sales coordinator spent manually managing a booking was an hour not spent closing new enterprise accounts. By giving clients a self-serve portal and automating the service coordination handoff, Convene recaptured that capacity without adding headcount. The dynamic pricing engine alone recovered margin that had been left on the table through inconsistent manual quoting, with enterprise accounts now consistently priced against their contracted tier.

Key Outcomes
62%
Reduction in booking abandonment rate
3.4x
Increase in enterprise contract volume in 12 months
18 hrs
Per week saved per venue ops coordinator
Why It Worked

The Decisions That
Made the Difference

Good execution matters. But the right early decisions matter more.

01
We mapped the full booking lifecycle — from inquiry to day-of execution — before writing a line of code, which surfaced the service coordination gap as the highest-leverage problem to solve first
02
The client portal was designed around Convene's actual enterprise buyer persona: executive assistants managing recurring bookings for senior leadership, not individual one-time bookers
03
We kept the ops dashboard ruthlessly focused on day-of execution rather than trying to build a full property management system, so adoption by venue coordinators was near-immediate
04
Phased rollout starting with two flagship locations gave us real operational feedback before we scaled configuration across all 40+ venues
Tech Stack
Ruby on Rails React.js PostgreSQL Redis AWS (ECS + RDS + S3)
Integrations
Salesforce CRM (enterprise account sync and pipeline visibility) Stripe (invoicing, enterprise ACH payments, and deposit management) Outlook and Google Calendar (two-way calendar holds for confirmed bookings) Cvent (inbound lead capture from enterprise event planners)
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