Case Study: Streamlining Event Scheduling for Idara Tul Mustafa

A custom web application to simplify and automate event management for an Islamic organization.

Event Scheduling Banner

Client

Islamic Organization

Idara Tul Mustafa is a prominent Islamic organization that hosts spiritual and religious gatherings with scholars across various regions. With a growing number of events, they faced challenges in managing the logistics of event scheduling manually.

The Challenge

Scheduling Conflicts

As the number of events increased, the team struggled with managing schedules, leading to:

  • Double-bookings and scheduling conflicts between scholars for different events.
  • Lack of centralized event tracking to keep a record of all past and upcoming events.
  • Time-consuming coordination efforts with phone calls, handwritten schedules, and WhatsApp messages.
  • Inconsistent communication leading to missed details or confusion during the scheduling process.

They needed a reliable, easy-to-use digital solution to eliminate scheduling errors and enhance coordination.

Our Solution

Custom Web App Solution

GladBit developed a custom event planner web application built on Laravel to meet the organization's specific needs:

🔍 Scholar Profiles

  • Each scholar has a dedicated profile containing personal information and a history of past events, simplifying coordination.

🗓 Personalized Booking Calendars

  • Scholars can now view their availability in real-time, preventing scheduling conflicts and overlaps.

✅ Conflict Detection

  • The system automatically detects and blocks any attempt to double-book a scholar, ensuring a seamless schedule.

🧾 Event Feedback

  • Scholars can submit feedback on event organizers after each event, promoting accountability and continuous improvement.

🖥️ Admin Dashboard

  • Centralized admin dashboard provides an overview of all upcoming events, bookings, and scholar availability for easy management.

The solution effectively replaced the manual processes, saving time and preventing errors across the scheduling process.

Results & Impact

Successful Event Management

With the custom event planner, Idara Tul Mustafa experienced significant improvements:

  • Eliminated manual booking errors and prevented overlapping events.
  • Reduced coordination time by over 50%, enabling staff to focus on other tasks.
  • Centralized scheduling system made event management easier with a single, searchable database.
  • Enhanced communication between scholars and event hosts, increasing trust and reliability.
  • Built a reliable historical archive for past events and scholar feedback.

The platform became an integral part of Idara Tul Mustafa’s day-to-day operations, improving efficiency and coordination.