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Abstrabit Technologies
Case Study
🏟️ Fleetly · MACU Athletics · Oklahoma City
Athletic Fleet Platform · Supabase Realtime

Two Teams. One Bus.
Same Saturday.
Zero Double-Bookings Now.

MACU's athletics ran on fragmented spreadsheets — buses got double-booked, rental costs were invisible, and coaches spent hours on Monday logistics emails. We built Fleetly: real-time fleet allocation, instant budget visibility, and automated coach briefings.

Zero
Double-bookings eliminated
Real-time
Budget visibility at booking
Auto
Monday coach briefings
Seconds
Schedule import from Excel
Fleet-first
Own buses over rentals
Product
Fleetly
Client
MACU Athletics
Location
Oklahoma City
Revenue
~$50M/yr
Users
Directors + Coaches
Stack
Next.js + Supabase
The Problem

Fragmented Spreadsheets. Invisible Buses.
Double-Bookings Every Week.

Vehicle: University Bus A — Weekly Week of Nov 11 (before Fleetly)
Mon
Tue
Wed
Fri
Sat ⚠
8:00 am
⚽ Soccer
🚌 Soccer 8am
+ Basketball 8am
!
2:00 pm
🏀 Basketball
⚠ Bus A booked twice Saturday 8am — Soccer + Basketball both expect the same vehicle
Budget Visibility Gap
Trip departs
Day 1
Invoices arrive
Day 7–14
Budget updated
Day 21–28 · too late
After Fleetly
Real-time · at booking
🚌
The Invisible Fleet
Nobody could see which university buses were free. Default was renting — even when own vehicles sat idle in the lot.
📧
Monday Morning Chaos
Ops coordinator spent hours compiling logistics emails for every coach, every Monday. All manual.
📊
Unparseable Excel Files
Conference schedules: ghost rows, merged cells, inconsistent date formats. Hours of cleanup per season.
Platform Architecture

Fleet Engine. Live Dashboard. Auto Briefings.
Every Screen Live. No Coordinator Required.

🚌 Intelligent Fleet Allocation Engine

Priority Logic

University bus first. Only falls back to rental if fleet is genuinely unavailable. Cost-optimised at booking time.

fleet-first · cost-optimised

Allocation Inputs

Team size → capacity match. Distance → vehicle range. Date/time → real-time availability. Budget → instant projection.

no double-booking possible
↓ schedule data ingested via SheetJS pipeline ↓
📡
Real-Time Dashboard
Fleet utilisation, cost trends, upcoming demand — all live via Supabase Realtime. No refresh.
📧
Monday Auto-Briefings
Coaches get personalised itinerary emails every Monday. Supabase Cron + Edge Functions + Resend.
⚙️
Atomic Config Hub
Change a rate or rule once — cost projections update everywhere instantly.
📅
FullCalendar View
Visual schedule with vehicle assignments. Conflicts detected in real time as trips are added.
Monday Briefing Pipeline — Fully Automated
01
Cron Trigger
Mon 6:00am
→
02
Edge Function
Query trips per team
→
03
Email Composed
Per-coach itinerary
→
04
Resend Delivery
Inbox by 6:15am
→
✓
Done
0 mins ops time
The Proof — What the Platform Produces

Trip In. Cheapest Vehicle Allocated. Coach Briefed.
Automatically. Before Anyone Wakes Up Monday.

fleetly · new trip · women's soccer ✓ ALLOCATED
Trip Request
Team
Women's Soccer — 25 pax
Date
Sat Nov 16 · 7:30am
Destination
Edmond, OK · 34 mi
Return
Same day · ~6:30pm
▸ Fleet Engine Analysis
25 pax →Bus A (44) or Bus B (30) eligible
34 miles →All vehicles in range
Nov 16 7:30am — checking:
✓Bus A (44 seats) —available
✕Bus B (30 seats) —booked · Basketball
✕Bus C (20 seats) —below min capacity
Bus A selected — conflict-free, fits team
▸ Cost Comparison
🚌
University Bus A — 44 seats
Available · staff driver
$0 ✓ Selected
🚐
Charter Rental — 28-seat
Enterprise · Nov 16 available
$420 ✕ Unnecessary
✓ Bus A booked · budget updated · coach notified $420 saved
From: Fleetly · MACU Athletics
📋 Your team's travel — week of Nov 11
To: Coach Martinez · Mon 6:15am
Hi Coach Martinez,
Your travel plan for this week — everything confirmed, no action needed.
⚽ Women's Soccer vs UCO · Away
VehicleUniversity Bus A · 44 seats
DepartSat Nov 16 · 7:30am
DriverTom Hendricks · (405) 555-0182
DestinationEdmond Soccer Complex, OK
Return~6:30pm
Cost to dept$0 · university fleet
⚡ Auto-generated · Supabase Cron + Edge Function + Resend · 0 mins staff time
🗓️ Saturday Nov 16 · All Departures
✓ No conflicts
Women's Soccer Bus A · 44 seats 7:30am fleet
Men's Basketball Bus B · 30 seats 8:00am fleet
Women's Volleyball Van C · 12 seats 10:00am fleet
Men's Baseball Charter rental 6:00am rental
Supabase Realtime — schedule changes update all screens instantly
Measured Impact

Double-Bookings Gone. Budget Visible.
Monday Mornings Run Themselves.

Zero
Double-bookings since deployment
Real-time
Budget visibility — was weeks delayed
Auto
Monday coach briefings — zero ops time
Schedule Import
Before
Hours of manual entry
After
Seconds · automated
Fleet Utilisation
Before
Over-renting
After
Fleet-first · rentals minimised
Coach Communication
Before
Hours of manual emails
After
Automated · Mon 6:15am
Next.js 15 React 19 Supabase Realtime SheetJS Tailwind CSS v4 Shadcn UI Recharts FullCalendar Resend Supabase Cron Vercel Supabase Auth Supabase Edge Fns Google Sheets API
Metric
Before
After
Double-bookings
Regular occurrence
Eliminated
Budget visibility
Weeks delayed
Real-time at booking
Schedule import
Hours manual entry
Seconds automated
Coach comms
Hours of emails Mon
Auto Mon 6:15am
Rental overuse
Fleet invisible
Fleet-first allocation
Abstrabit Technologies
Simplifying operations as you scale