Team Sync

A Gemini-powered platform that lets coaches manage events, track teams live, and control schedules entirely through voice - hands-free

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Inspiration

The idea for TeamSync came from a real experience. I attended a Science Olympiad competition as a chaperone for my daughter's team, and I watched the coach struggle to manage everything using printed schedules, spreadsheets, and scattered notes.

Students were constantly asking where to go next, attendance had to be tracked manually, and it was difficult to know where everyone was during the event. Watching this made me realize how much easier things could be if there was a single system that could manage schedules, communication, and coordination in real time.

TeamSync was built to solve that problem by giving coaches and organizers a simple command center powered by AI.

What it does

TeamSync is an AI-powered platform that helps coaches and event coordinators manage teams, schedules, and attendance in real time.

Instead of juggling spreadsheets, messaging apps, and paper schedules, everything is managed from a single dashboard. Organizers can create events, organize teams, track participants on a live map, manage attendance sessions, and communicate with their group through integrated chat.

Coaches can upload a photo of a printed schedule, and Gemini automatically extracts all slots via OCR - no manual data entry needed. It can even create bulk events from a single voice command or image, saving hours of manual setup. Attendance can be tracked using a proximity-based slider that marks nearby participants as present based on GPS distance.

The platform also includes a voice-powered AI assistant named Casey that allows coaches to interact with the system hands-free using Gemini's native audio and function calling. They can create events, add team members, manage schedules, take attendance, send messages, or check status simply by speaking. Casey supports conversations in any language, making TeamSync accessible to coaches and teams worldwide.

When an event ends, TeamSync automatically generates an AI-powered analysis report summarizing attendance patterns, engagement levels, and schedule performance.

How I built it

TeamSync is built as a modern real-time web application.

The frontend uses React with TypeScript and Tailwind CSS to create a fast and responsive interface. Event data such as schedules, attendance records, and chat messages are stored in Firebase Firestore, which provides real-time updates across all connected devices.

Authentication is handled using Firebase Auth, allowing secure sign-in and private events accessible through unique join codes.

The AI features are powered by Google Gemini models using the Google GenAI SDK:

  • Gemini 3.1 Flash Lite - Text chat, event analysis, schedule extraction from images (OCR), and location search with Google Maps grounding
  • Gemini 2.5 Flash with native audio - Real-time voice assistant with natural voice interaction and function calling (tool execution)

For geospatial features, I integrated MapLibre GL JS with OpenStreetMap tiles to display the live location of participants. This allows organizers to see where teams are during an event and helps automate proximity-based attendance tracking.

The application is deployed to Google Cloud Run with automated CI/CD via GitHub Actions. Every push to the main branch builds a Docker image, pushes it to Google Artifact Registry, and deploys it to Cloud Run automatically.

Challenges I ran into

One of the biggest challenges was designing a system that could handle real-time updates from multiple users without creating confusion in the interface. Schedules, attendance, chat messages, and locations can all change at the same time, so maintaining a smooth real-time experience required careful architecture.

Another challenge was integrating the voice assistant in a way that felt natural during live events. The assistant had to interpret voice commands, execute functions inside the application through tool calling, and update the UI quickly enough to feel responsive.

I also had to ensure that the AI assistant understood the context of the current event and screen, so it could respond intelligently to user commands.

Accomplishments that I'm proud of

I'm proud that TeamSync evolved into a complete event coordination platform, not just a scheduling tool.

The combination of live maps, automated attendance tracking, AI voice interaction, and post-event analytics creates a powerful system that helps organizers manage complex events more easily.

I'm especially proud of the voice assistant Casey, which allows coaches to manage events hands-free while they are actively coordinating participants in the field. Casey uses Gemini's function calling to directly create teams, add members, take attendance, and more - all through natural conversation.

What I learned

This project showed me how AI can move beyond simple chat interfaces and become a practical tool for real-world coordination tasks.

I also learned how powerful real-time systems can be when combined with AI. By connecting live event data with Gemini models, I was able to build intelligent features like automated analytics and voice-driven control.

Building this system also reinforced the importance of designing tools that solve real problems people experience during events.

What's next for TeamSync

There are many directions I would like to explore next.

Some future improvements include:

  • AI-generated event schedules based on team size and time constraints
  • Safety alerts if participants move outside designated event areas
  • A mobile app for improved GPS tracking and notifications
  • Integration with school, sports, and conference management platforms

My long-term vision is to develop TeamSync into a complete AI-powered coordination platform for sports teams, academic competitions, and large group events.

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