Zapier Workflow to Automate a Room Booking Process

CBS Students is the student union at Copenhagen Business School (CBS). Through CBS Students, the student organisations at CBS can book rooms at the university. The students can use the rooms to hold events, meet-ups, or internal meetings.

Previously, the room booking process was not documented, caused a lot of confusion for the students, and administrative work for CBS Students.

Based on input from CBS Students and stakeholders from the Event Administration department at the university, I used Zapier, Notion and Google Sheets to create a Zap which automated the process. As a result, time spent on administrative tasks regarding room booking reduced by 95%. And thanks to thorough documentation of the new process I created, questions from students about the process also markedly decreased.

Documented the old system (what's the status quo, exploring the biggest pains and bottlenecks, mapping out dependencies and needs)

Co-developed the new process (on a regular cadence, I checked in with progress, and asked for feedback)

Testing (first internal testing by the team, then a final release of the system)

Monitoring and support (making sure the system works as expected in the real world)

By automating with Zapier, CBS Students are saving over 5 hours every week on administrative tasks regarding room booking

Thanks to automated logging to Google Sheets (as part of the Zapier workflow), anyone from CBS Students can now audit the system

Zapier workflow

Documentation of the new workflow

Google Sheet for auditing

Zapier to connect systems together, and automatic notifications

Google Sheets for logging activity