One form doing three jobs, and the better part of a day's admin removed.

Dash Collective runs ticketed trail events, running and cycling with food, drink and a social side, that need a signed waiver from every participant, plus catering and logistics that depend on knowing exactly who is coming and what they need.

In the early days this ran on manual forms. Each sign-up took around ten minutes of hand-cranking to capture the waiver, match it to the ticket buyer and pull the details together. That does not scale, and it got worse as the events grew.

Rather than build everything, or bolt together a pile of disconnected tools, I bought where buying made sense and built only where it hurt. Ticket sales run on WooCommerce and email on Brevo. On top of that I wrote a custom backend for the parts off-the-shelf tools do badly: waivers, check-in forms and risk assessments, all tied to a single participant record.

The clever part is the waiver itself. It captures the liability signature and, on the same form, the participant's food choice, whether they drink alcohol, and their running pace. So one form produces the legal cover, the catering numbers, the bar numbers and the pace groups for the day. The accumulated data has also gone into customer avatars and targeted marketing audiences.

Events have scaled to hundreds of participants, with every person waivered and their pace and preferences captured. The manual admin that used to run to around ten minutes per sign-up is now close to zero, which across a full event removes the better part of a day's work. The only remaining manual step is a single button click to chase people who have not finished signing up, and even that chase email is written automatically.

Events sell out. Three years in, the system has quietly built a behavioural dataset on pace, preferences and attendance across every event.

This is ongoing infrastructure rather than a finished project. It is still being built and optimised, with AI-driven customer profiling as the signposted next step.