Digital transformation in the architectural industry is possible without expensive software. Using a flexible No-Code platform, based on tools like Airtable and Make.com, allows for automating document circulation, minimizing the risk of errors, and regaining control over deadlines. This case study shows how we implemented such a system, transforming chaos into an organized and predictable process.
What challenges paralyzed the work of the architectural firm?
Our client, a dynamically growing architectural firm, was facing problems typical for the industry, which intensified with the increasing number of projects. Key challenges included the lack of a central system for tracking documentation progress, leading to information chaos. Manual monitoring of official deadlines generated constant stress and a real risk of delays and contractual penalties. The lack of standardization for different project types - from change of use to comprehensive reconstructions - resulted in mistakes and inconsistency in completing documents.
Additionally, scattered communication and the absence of a clear task delegation system hindered effective teamwork. The goal was to create a single source of truth that would organize project documentation management, enable task delegation, and implement an early risk warning system.
Why was a flexible No-Code platform chosen instead of dedicated software?
Instead of investing in costly and time-consuming custom software development, we opted for a strategy based on proven, flexible low-code/no-code tools. This approach allowed for rapid implementation and perfect adaptation to the client's existing technological ecosystem, which already included HubSpot CRM and Google Workspace. The foundation of the solution was the integration of three key components: Airtable as the central database, Make.com as the process automation engine, and Google Workspace tools for communication.
How does automatic project initiation work in the system?
The process begins when a deal's status in the company's HubSpot CRM changes to "won." This action automatically triggers a webhook that sends a signal to the Make.com platform. There, a simple, 3-step scenario captures client data and project details and creates a new record in the main Airtable database. The entire operation is fully automated, eliminating the need for manual data entry and minimizing the risk of errors. It is worth noting that in the first iteration, the system retrieved data from a simple Google Sheet, which proves the immense flexibility and adaptability of this solution to any tools used within an organization.
What is the heart of the documentation management system?
The command center of the entire operation is an intelligent database built in Airtable. It has been carefully designed and consists of several interconnected tables that together form a cohesive system:
- Projects: The main table containing a list of all ongoing investments, along with client data and the assigned project manager.
- Documents: A table that gathers all individual documents (e.g., building permit application, industry-specific approvals) assigned to specific projects.
- Document Definitions: A key component that the system administrator (e.g., the firm's owner) can edit in real-time. It contains a list of all document types, their descriptions, internal templates, and even direct links to the websites of relevant authorities.
- Templates (Document Sets): To radically speed up work, we created ready-made sets of documents for repetitive project types. Selecting the "Change of Use" template automatically generates a list of 4 required documents, while a more complex "Building Reconstruction" project creates 13.
Thanks to this, after selecting a template on the project card, a complete, standardized list of tasks to be completed appears immediately.
How does the system manage tasks and automatically monitor deadlines?
Each document on the list in Airtable is also a task with an assigned responsible person, a submission date to the authority, and an internal deadline. The real automation lies in the dynamic status, which is calculated automatically based on today's date in relation to the set deadline:
- 🟢 In Progress: The task is being worked on; there is still a safe amount of time.
- 🟡 At Risk: The deadline is approaching; the work needs to be prioritized.
- 🔴 Delayed: The set deadline has passed; immediate intervention is required.
- ✅ Completed: The document has been submitted; the task is closed.
This visual indicator system is clear to the entire team and forms the basis for further automated actions.
How do intelligent risk notifications work?
The platform not only passively monitors statuses but also proactively informs the team about potential problems. Using built-in automations in Airtable and scenarios in Make.com, we configured intelligent notifications. When a task's status changes to "At Risk," the responsible person receives an automatic reminder. When the status changes to "Delayed," an alert is sent to both the responsible person and the project manager. Notifications are sent to dedicated channels in Google Chat (or alternatively Slack, MS Teams, email) and include a direct link to the task, allowing for an immediate reaction without having to search the database.
What are the benefits and future development plans for the platform?
The implementation of the platform brought immediate and measurable benefits: full automation of information flow, process standardization, reduction of error risk, and the creation of a central knowledge source about projects. Proactive risk management through the early warning system brought peace of mind and predictability. To ensure full transparency, the documentation completion progress indicator is cyclically synchronized back to the HubSpot CRM.
However, this is just the foundation. Further development plans include implementing an analytics module to identify process bottlenecks and integrating with AI models (GPT/Gemini) for the automatic, preliminary drafting of repetitive official letters and applications. This is the next step towards maximizing efficiency and allowing architects to focus on their key competence – creative design.
Frequently Asked Questions (FAQ)
No. The costs of implementing and maintaining a system based on no-code tools (Airtable, Make.com) are many times lower than creating and maintaining dedicated software. The subscription model of these platforms allows for flexible scaling of costs as the company grows, without a large initial capital investment.
The implementation of a basic version of the system, including database configuration, key automations, and integrations, is possible within a few weeks, not months or years, as is the case with traditional IT projects. The speed of implementation is one of the biggest advantages of the no-code approach.
Absolutely. The presented operational scheme – a central database, process templates, automatic statuses, and notifications – is universal. It can be successfully adapted for managing projects, tasks, and documentation in the legal, marketing, consulting, or any other industry based on repetitive processes.
No. For daily operation and making basic modifications (e.g., adding new document types, changing notification content), no programming knowledge is required. No-code platforms have intuitive, visual interfaces that allow non-technical people to manage the system after a short training.
Airtable has powerful built-in automations, but Make.com (or similar platforms like Zapier) acts as a universal "glue" between different applications. Make.com allows for creating much more complex, multi-step scenarios, integrating with hundreds of different services (like HubSpot, Google Workspace, Slack), and advanced data processing, which goes beyond the native capabilities of Airtable itself.
Leading no-code platforms like Airtable or Google Workspace invest huge resources in security and compliance with regulations (e.g., GDPR). Data is encrypted both in transit and at rest. Additionally, these systems offer advanced permission management options, allowing for precise control over who has access to what information within the organization.