How HUB Cycling Automated Its School Bike Education Programs

The Challenge

Ten-plus spreadsheets, no single source of truth

HUB Cycling is a Vancouver-based non-profit that gets more people cycling through education, advocacy, and community events. Its school programs team runs close to 200 bike education programs a year across Metro Vancouver, reaching thousands of students. Coordinating all of it — school contacts, outreach, sign-ups, scheduling, instructors, and feedback — lived across more than ten separate spreadsheets, each covering a different piece of the puzzle with no single place to see the whole picture.

A process that leaned on manual memory

Contact information had to be refreshed by hand every school year, sign-ups and scheduling were tracked separately from outreach, and instructor assignments and feedback forms were one more disconnected step. Information was scattered, updates were manual, and small mistakes were easy to make and hard to catch.

The Solution

One Airtable base for the whole program

We moved HUB Cycling’s entire program workflow into a single Airtable base, so every school, contact, program, instructor, and feedback form now lives in one connected system instead of ten-plus spreadsheets.

AI-assisted contact collection

To kick off each school year, we used AI to automate the collection of school staff contact information — a process that used to take a full day of manual research and data entry now takes about 10 minutes and a couple of button clicks.

Fillout, connected directly to Airtable

We also connected Fillout to Airtable so schools can submit their program details directly through a simple online form, with responses flowing straight into the base instead of being copied in by hand. From there, scheduling, instructor coordination, and feedback collection all run through the same connected system, so nothing has to be re-entered or cross-checked between tools.

The Results

A full-time role’s worth of time back

HUB Cycling’s program team now runs on one flexible system instead of a patchwork of spreadsheets, making it easy to adjust as their programs and needs change. The new workflow freed up the equivalent of a full-time role, which the team has been able to reassign to other work.

Fewer mistakes, more visibility

Because records live in one place instead of being scattered across disconnected files, mistakes are far less common, and staff have immediate, up-to-date visibility into every program’s status without digging through spreadsheets to find it.