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Case Studies

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Six businesses, one approach: identify the bottleneck, build a pipeline, measure results.

Education • Leeds

Automated scheduling & comms saved 15 hours/week

Two campuses (~1,200 learners). Enquiries via website, email, and WhatsApp. Staff were manually booking sessions, copy-pasting details into calendars, and reading lengthy parent messages before triaging each one.

Overview

  • Team: 14 staff across two sites
  • Tools in use: HubSpot/Zoho, Google Calendar, Gmail, WhatsApp Business, Google Sheets
  • Goal: Faster session booking, fewer no-shows, less manual admin

Challenges

  • Booking enquiries took 6–24 hours to confirm manually
  • Parent messages were long and unstructured — staff had to read everything before triaging
  • Double-bookings and no-shows with no automated follow-up

What we built

  • CRM ↔ Calendar ↔ Email sync — zero copy-paste via n8n
  • AI message summaries: 5-line summary, sentiment, and recommended action per enquiry
  • No-show reminder flow with WhatsApp Business API

Stack & Integrations

  • n8n (workflow automation)
  • HubSpot / Zoho CRM
  • Google Calendar, Gmail
  • WhatsApp Business API
  • Google Sheets / Docs
  • OpenAI / Claude (message summarisation)

Results

  • ~15 hours/week saved across admin staff
  • No-show rate down ~35%
  • First-response time: ~14 hours → <2 hours

Timeline

  • Discovery: 3 days
  • Build: 8 days
  • UAT: 3 days
  • Handover: 1 day

Governance

  • UK GDPR compliant — data processing agreements in place
  • Least-privilege API access; PII redaction in LLM prompts
  • Alerts and retry queues for failed steps
  • 30-day log retention policy

Non-profit • Bristol

Volunteer onboarding reduced time-to-first-shift by 60%

Multiple forms and manual emails slowed onboarding. We consolidated intake, auto-issued training, and matched volunteers to shifts.

Overview

  • Team: 6 coordinators; ~300 volunteers onboarded per year
  • Tools in use: Airtable/Google Sheets, Gmail, Google Calendar, DocuSign, LMS platform links
  • Goal: Faster volunteer onboarding, fewer drop-offs before first shift

Challenges

  • Disjointed forms and manual email sequences — coordinators were chasing volunteers individually
  • Background checks and training module links sent manually, often delayed by days
  • No automated availability matching — coordinators built shift rosters from scratch each week

What we built

  • Single intake form — triggers DocuSign agreements, background check request, and LMS enrolment automatically
  • Shift matcher — compares volunteer availability against open slots and proposes matches for coordinator approval
  • Expiry reminders — alerts coordinators before DBS checks, training certificates, or agreements expire

Stack & Integrations

  • n8n (workflow automation)
  • Airtable / Google Sheets (volunteer records)
  • Gmail, Google Calendar
  • DocuSign (agreements and DBS consent forms)
  • LMS platform links (training module dispatch)

Results

  • Time from application to first shift reduced by 60%
  • Coordinator admin reduced by ~8 hours/week
  • 90-day volunteer retention up 12% — fewer drop-offs from slow onboarding

Timeline

  • Total build: 10 business days (discovery through handover)

Governance

  • Role-based access — coordinators can view their own volunteers only
  • Audit log for all onboarding stage transitions
  • DocuSign-encrypted agreements; minimal PII in workflow logs
  • UK GDPR compliant — data processing agreement signed with all tool providers

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