Automated housing or facilities request workflow

Purpose

1.1. Automate the entire process for students and staff to submit, manage, track, and approve housing or facilities use requests within an architecture program’s workflow.
1.2. Automate intake, routing, notifications, approvals, assignment, updates, and documentation of requests for facilities, rooms, studios, and equipment.
1.3. Enable automated validation of requesters’ eligibility, prevent double-booking, trigger notifications, escalate delayed responses, and automate reporting for data-driven program improvements.

Trigger Conditions

2.1. Submission of online or mobile housing/facility request form.
2.2. Email request containing specific keywords (e.g., "studio booking").
2.3. Manual data entry into student management systems.
2.4. Staff approval, status change, or automated workflow API hook.

Platform Variants

3.1. Microsoft Power Automate
• Flow: Automates intake from Microsoft Forms, triggers Outlook notifications, and writes to SharePoint list.
3.2. Zapier
• Zap: Automates connection between Google Forms, Gmail, and Google Calendar for request and booking automation.
3.3. Make (Integromat)
• Scenario: Automates data collection from Typeform and notification to Slack channels.
3.4. Salesforce
• Flow Builder: Automates routing of Cases from Web-to-Case forms, triggers assignment and Chatter alerts.
3.5. ServiceNow
• Flow Designer: Automates Facilities Request process, assigns tasks, and triggers approval workflows.
3.6. Google Apps Script
• Script: Automates validation and calendar blocking when Google Forms submission received.
3.7. DocuSign
• API: Automates sending approval documents for e-signature when request reaches specific status.
3.8. Twilio
• Programmable Messaging: Automates sending SMS updates on request status to requesters.
3.9. SendGrid
• Web API: Automates customized transactional email confirmations and reminders.
3.10. Slack
• Workflow Builder: Automates channel alerts and reminders for pending facilities tasks.
3.11. Jira Service Management
• Automation Rules: Automates creating/assigning facility requests as issues, with SLA monitoring.
3.12. Trello
• Automation Power-Ups: Automates card creation for each facilities request and status changes.
3.13. Monday.com
• Automations: Automates board item creation from web forms, status tracking, and notifications.
3.14. Asana
• Rules: Automates task creation, assigns facility manager, and sets due dates.
3.15. Airtable
• Automations: Automates base record creation from request form, status updates, and reminders.
3.16. Box
• Box Relay: Automates document requests/uploads for room allocation or inventory tracking.
3.17. Smartsheet
• Automated Workflows: Automates approval and notification process from embedded forms.
3.18. HubSpot
• Workflows: Automates ticket generation from webforms, email alerts, and escalation.
3.19. BambooHR
• Integration: Automates validation of student/staff eligibility from HRIS database.
3.20. AWS Lambda
• Function: Automates serverless email parsing or facility availability checking via API.

Benefits

4.1. Fully automates repetitive housing/facility processes, reducing manual work and errors.
4.2. Delivers automated and instant feedback to requesters, ensuring transparent communication.
4.3. Automates eligibility checks to prevent unauthorized or duplicate submissions.
4.4. Enables seamless automating of cross-system data flows for reporting and compliance.
4.5. Empowers higher education institutions by automating escalations to meet SLA targets.
4.6. Allows proactive facilities management by automatedly monitoring resource usage and allocations.