Case Study: Transforming an EdTech Platform's Inventory and Shipping System
Introduction
The Company is an Arts and Crafts EdTech/Creator Economy platform dedicated to enhancing well-being through crafting techniques. With a focus on delivering immersive, hands-on experiences, the Company initially operated through in-person workshops where supplies were distributed on-site.
Problem
The onset of the COVID-19 pandemic necessitated a rapid pivot from in-person workshops to virtual sessions. This shift required the Company to transition from distributing supplies in-person to shipping craft kits both nationally and internationally. Lacking prior experience in creating individual kits, managing SKUs, or handling shipping logistics, the Company urgently needed a comprehensive inventory and shipping system to manage these new challenges effectively.
Strategic Actions
To address the problem, I developed a custom inventory system integrating Airtable, ShipStation, and HubSpot and built a team and shipping facility to process the orders.
1. SKU Definition and Organization
Defined all 700 SKUs, assigning each a unique SKU number.
Detailed each SKU with cost, order link, and specific attributes such as color, size, and units per kit.
2. Custom Inventory System Development
Built a bespoke inventory system in Airtable, encompassing all 700 SKUs and 75 kit variations.
3. Integration with ShipStation
Synchronized Airtable with ShipStation, a third-party shipping platform, to streamline logistics and enhance customer communication.
4. Carrier Synchronization
Linked ShipStation with our accounts at the Post Office, UPS, and FedEx to seamlessly manage various shipping options and tariffs.
5. Order Management Integration
Connected HubSpot and Etsy accounts to ensure that orders automatically flowed into Airtable, creating a unified order management system.
6. Built Shipping Facility and Hired Shipping Manager
Identified and leased warehouse space and hired a team to process shipments and track inventory.
7. Streamlined Shipping Management
Enabled the Shipping Manager to oversee all shipments via Airtable, efficiently tracking inventory movements, shipping tariffs, and tracking details.
Results
The implementation of this integrated system led to significant improvements:
Established a distribution center capable of processing 500 shipments per month.
Successfully managed over 700 SKUs, with a 120% year-over-year increase in shipping volume.
Enhanced shipping accuracy and client satisfaction, ensuring a smoother customer experience and better inventory control.