One More Time (OMT) is an independent VIP services company focused on producing creative ticket packages for touring artists and their dedicated fans. Running VIP programs across a full touring calendar means juggling ticket counts, packages, and fulfillment across many shows and venues at once, often on tight, artist-specific timelines. Bold Tech teamed up with them to build internal tools that responded to their specific needs, to solve real problems they were facing.
The problem: data scattered across spreadsheets
Before Bold Tech got involved, OMT was tracking the same show and ticketing data across several spreadsheets - manually copy-pasting updates between them. That created two problems: teams wanted the most current members, and a big chunk of everyone's time was going into moving data around rather than acting on it.
Ticket counts were the biggest headache. Getting an up-to-date count for a single tour meant downloading a list from Ticketmaster, reformatting it, and copy-pasting each row into the tracking sheet - then doing it all over again later that week, or later the same day for high-volatility shows. Multiply that across every Event Producer (EP) and every tour, and that added up to a lot of hours every week.
On top of the manual work, teams could benefit from more streamlined connections. Show cancellations, invoice requests and Guest Services updates were all living in its own process, and actions were often triggered by someone remembering to send an email or fill out a form. That’s putting a lot of pressure on individual people, and leaves you wide open to human error.
“Living and operating on several different shared software platforms had become unsustainable for us as we began to scale after year one. Wanting something custom we turned to BoldTech to guide us into the future using Retool. All of our shared information, progress, and key data for various projects in one place, visible to all of our stakeholders. The immediate benefits we experienced were increased speed and efficiency in budgets and forecasting. It has been transformative!” - Max Smith
What Bold Tech built
A single source of truth. The core of the engagement was consolidating OMT's data into one database. The ticket count column an EP updates is the same one Guest Services sees - so there's no risk of drift from one team working off a stale copy while another team already made an update.
Automated show tracking ("Set Up" tab). What used to be a manual, per-tour download-and-paste process is now a single sheet upload. OMT downloads one file with all tours from Ticketmaster and uploads it to Retool - ticket counts update automatically for every EP at once.
Cross-team workflows. With the data unified, Bold Tech connected the processes that depend on it. When a show is cancelled, the relevant people are notified automatically. When an EP needs an invoice created, they fill in a short form and the record routes directly to Finance for approval - with most of the form already filled in, since the underlying data exists in the system.
Live reporting. Pulling data out of spreadsheets also meant reporting no longer had to be rebuilt by hand. Bold Tech integrated with NetSuite so figures reflect real-time state, giving OMT live cashflow projections, ticket sales counts, and show breakdowns by venue size, all inside the same app.
Code-based redemption (React web app). Bold Tech is currently rebuilding OMT's customer-facing redemption site. Rather than duplicating data entry, the new site pulls shows directly from the Set Up tab, and gives OMT one place to manage packages and images, generate and re-issue redemption codes, and report on fulfillment for their shipping facilities. All of this lives inside the Retool system they already use, rather than a third-party tool.
Results and impact
And just like that Bold Tech had streamlined OMT’s live operations. It all started with conversations with the team, getting to know their context and how they already operated. With an understanding of their issues and the internal systems they were already relying on, the team at Bold Tech did what we do best, we built out custom solutions that met OMT where they were, and produced real life, tangible impact.
Tasks like sales count summaries that took hours a week have been reduced to minutes a week, giving our project managers more time to focus on servicing our clients, with more accurate and close to real-time data.” - Max Smith
