Automation and operational processes

Task

• Build a sustainable operational system for the online club that ensures transparent tracking of sessions and payments, minimizes manual team workload, and remains manageable as participant numbers and activity grow.

What I did

• Developed an online session journal based on Google Sheets as a central operational tracking hub.
• Implemented automatic tracking of completed sessions linked to specific participants and events.
• Built automatic tracking of incoming payments and their association with sessions and participant statuses.
• Implemented automatic distribution of Zoom session recordings into individual participant folders on Google Drive.
• Eliminated manual reports, duplicated data, and fragmented spreadsheets.
• Built a unified data logic understandable for both administrators and instructors.

Technical implementation

• Google Sheets used as the operational database of the project.
• Key process automation built with Google Apps Script.
• Integration with Zoom for session recording handling.
• Integration with Google Drive for structured content storage.
• Synchronization with GetCourse and payment systems to keep statuses and data up to date.

Administration & scalability

• Ability to add new tracking scenarios without rebuilding the system.
• Scalability as session and participant numbers increase.
• Significant reduction of dependency on human error.

Result