Weekly occupancy and vacancy reports

Purpose

1.1. Automate the generation, consolidation, and distribution of weekly occupancy and vacancy reports for Homeowners' Associations (HOAs).
1.2. Automate extraction of property availability, tenant data, and unit turnover, aggregating from multiple property databases and member platforms.
1.3. Support leadership oversight and compliance through automated analytics, visualizations, and automatedly scheduled report delivery.
1.4. Reduce errors and manual tracking by automating data pipelines and notification flows within HOA operations.

Trigger Conditions

2.1. Automated trigger at a predefined weekly interval (e.g., every Monday 8 AM) via cloud scheduler/cron.
2.2. Manual trigger via admin dashboard action for ad hoc reporting.
2.3. Automated trigger upon data sync from primary property management databases.
2.4. API event-based trigger on completion of new occupancy/vacancy entries.

Platform Variants

3.1. Microsoft Power Automate
• Feature/Setting: Connect SharePoint, Excel, or SQL Server using "Recurrence" trigger and "Get Rows" or "List Records" actions.
3.2. Google Apps Script
• Feature/Setting: Automate Google Sheets data aggregation; trigger via time-driven events; use MailApp for notification.
3.3. Zapier
• Feature/Setting: Use "Schedule by Zapier" for weekly triggers, "Google Sheets/Excel" for data, "Formatter" for processing, "Gmail" for delivery.
3.4. Make (Integromat)
• Feature/Setting: Automated scenario with "Scheduler" module, "HTTP Module" for API calls, and "Email" module for notifications.
3.5. Salesforce
• Feature/Setting: "Scheduled Flow" to automate records retrieval, "Report" object automation, "Email Alert" configuration.
3.6. Monday.com
• Feature/Setting: "Automations" for weekly triggers, connect Boards with occupancy/vacancy data, automate reporting via email integration.
3.7. Smartsheet
• Feature/Setting: Automated "Workflow" for scheduled reporting, use "Sheet Summary" for aggregation, enable "Alert someone" for delivery.
3.8. Tableau
• Feature/Setting: "Tableau Prep automation" for data clean-up, "Scheduled Extracts" for automated dashboard/report update, "Subscriptions" for email delivery.
3.9. Power BI
• Feature/Setting: "Dataflows" for scheduled refresh, automate report creation, "Subscription" automation for stakeholders.
3.10. AWS Lambda
• Feature/Setting: Automate occupancy/vacancy processing with a scheduled event, execute data extraction script, send report via SES.
3.11. Azure Logic Apps
• Feature/Setting: "Recurrence trigger", connect SQL/database API, automate "Send email" with Office 365.
3.12. Google Cloud Functions
• Feature/Setting: Time-based trigger, automate data fetch from Google Cloud SQL/Firestore, automated PDF report via SendGrid API.
3.13. Slack
• Feature/Setting: Incoming Webhooks for automated report notification in HOA channels.
3.14. Trello
• Feature/Setting: Butler automation for reminders, integrate occupancy card movement post-report.
3.15. Notion
• Feature/Setting: Automated reporting via API for page update; use notion-scheduler/third-party services for weekly flows.
3.16. HubSpot
• Feature/Setting: Automated report email via "Workflows", connect contact/property databases for occupancy analytics.
3.17. Zoho Creator
• Feature/Setting: Workflow automation for scheduled data processing and automated report dispatch.
3.18. Asana
• Feature/Setting: Automate report tasks with "Rules", push automated notifications to project teams.
3.19. Quickbase
• Feature/Setting: Automated pipelines to collect and aggregate property data, "Notifications" for recurring reports.
3.20. Freshdesk
• Feature/Setting: Automate ticket creation for vacant units, schedule and send weekly reports to property staff.
3.21. Box
• Feature/Setting: Automated upload/organization of reports via "Automations" feature, integrate with e-sign/approval flows.
3.22. Dropbox
• Feature/Setting: Automated storage and sharing of weekly reports, notification to HOA teams through shared folder update API.
3.23. SendGrid
• Feature/Setting: Automated report delivery using dynamic templates and API; batch personalized emails for HOA recipients.

Benefits

4.1. Automates consistent, timely, and error-free report delivery and analytics.
4.2. Automating data aggregation and reporting releases staff from repetitive manual work.
4.3. Automated notifications and analytics drive proactive management responses.
4.4. Increases data transparency and supports automated compliance with HOA and regulatory standards.
4.5. Automator enhances data-driven decision making by automatedly ensuring fresh and actionable insights.