Workflow Automation for Maintenance Management and Educational Operations
Background
This case study highlights the integration and automation solutions developed for two distinct use cases:
1. Maintenance Management Workflow - A seamless workflow between Monday.com and Jobber for automating property maintenance requests.
2. Educational Operations Automation - An optimized platform for managing student performance reporting, enrollment communication, and a branded Moodle platform for K-12 STEM education.
Both projects required robust automation and customization to save time, reduce manual intervention, and enhance user experience.
Case Study: Maintenance Management Workflow
Client Requirements
The client needed to:
Automate property maintenance workflows for Owned and Managed properties.
Ensure seamless integration between Monday.com (task management) and Jobber (service request management).
Introduce automated actions such as clearing fields, sending webhooks, and updating data dynamically based on task status.
Solution Implemented
1. Automations in Monday.com:
Multiple automations were configured:
Send webhooks when a task's status changes.
Clear irrelevant fields (e.g., Task Title, Client ID) when tasks are marked as "Completed."
Move completed tasks to respective boards such as "Owned/Arbitrage Airbnbs Listed."
2. Zapier Workflow Integration:
A multi-step Zapier workflow was created to handle the interaction between Monday.com and Jobber:
Trigger: Specific column value changes in Monday.com.
Filter: Ensures the conditions meet pre-defined criteria.
Webhooks: Sends data to Jobber via webhooks.
Custom Code: JavaScript dynamically structures payloads for Jobber API.
Paths: Splits workflows into "Owned Properties" and "Managed Properties," updating tasks accordingly.
3. Jobber Integration:
A custom app in Jobber was built to handle service requests:
GraphQL mutation templates were used to create service requests dynamically.
Input fields like clientId, propertyId, and requestDetails were incorporated for precise tracking.
Results
Efficiency: Reduced manual data entry and task tracking by 75%.
Accuracy: Minimized errors in transferring data between platforms.
Scalability: The solution is scalable for future properties and workflows.
Case Study: Educational Operations Automation
Client Requirements
Automate reporting and communication for student performance and enrollment.
Develop a branded and visually consistent Moodle platform for K-12 STEM education.
Streamline the generation of student reports with actionable insights.
Solution Implemented
1. Student Reporting Automation (Python Script):
A Python script was developed to automate the generation of weekly student performance reports:
Extracted data from spreadsheets and formatted it into Word documents.
Generated summary tables with grades, performance summaries, and improvement targets.
Logs confirmed successful execution and file creation.
2. Google Classroom Integration (Apps Script):
Apps Script automated welcome messages for enrolled students:
Exponential backoff ensured API reliability.
A Google Sheet tracked sent emails with columns for Full Name, Email, Student-Course Key, and Message Status.
3. Moodle Platform Customization:
A branded K-12 STEM Moodle platform was built using the Boost Union theme:
Login Page: Customized with the school logo, a background image, and styled buttons.
Dashboard: Designed course cards for STEM subjects, complete with descriptions and progress indicators.
SCSS Customization: Enhanced global styling with fixed backgrounds and consistent visual aesthetics.
Results
Time Savings: Automated reporting reduced time spent on manual report generation by 80%.
Enhanced Communication: Personalized welcome messages ensured seamless onboarding.Branded Experience: Moodle customization provided a professional and engaging platform for students.
Branded Experience: Moodle customization provided a professional and engaging platform for students.
Key Highlights
1. Workflow Automation:
Reduced manual intervention by integrating tools like Monday.com, Jobber, and Zapier.
Custom scripts and workflows enhanced operational efficiency.
2. Educational Automation:
Delivered actionable student performance insights via automated reports.
Enhanced user experience with a branded Moodle platform.
Conclusion
This case study demonstrates the power of automation in optimizing workflows and enhancing user experience across industries. By leveraging tools like Monday.com, Jobber, Zapier, Python Scripts, and Google Apps Script, the solutions addressed critical pain points, ensuring scalability and efficiency for the clients. For businesses looking to achieve similar results, this approach serves as a model for effective process automation and platform customization.
