Capability 02
Automation and dashboards
Workflow automation and decision consoles that remove repeat manual work and show the state of the operation in one place.
Problem and opportunity
Work is lost between tools, not inside them
Most operational pain sits in the gaps: a form that becomes an email, a spreadsheet that becomes a report, an approval that lives in someone's inbox. Automation is only useful when the handoffs and the evidence are designed together.
- The same data is entered two or three times.
- Status questions are answered by asking a person.
- There is no reliable record of who approved what, and when.
Follow one enquiry
Where does the work get stuck?
A form becomes an email. The email becomes a spreadsheet row. Someone checks the details, chases a missing document and updates the next system. Select a stage to see what the workflow handles and where people stay involved.
Illustrative workflow
Exceptions stop in a queue, not an inbox
An incomplete submission, a failed connection or an unusual request keeps its context and waits in a queue with a clear next step. A workflow that only handles the clean path is not finished.
01 / An enquiry arrives
- The workflow handles
- Capture the details and supporting files in one structured record instead of an inbox thread.
- People stay involved
- Decide which information is required before the work can start.
Text version of this diagram
- 01 An enquiry arrives. Form, email or message The workflow handles: Capture the details and supporting files in one structured record instead of an inbox thread. People stay involved: Decide which information is required before the work can start.
- 02 Details are checked. Completeness and routing The workflow handles: Check required fields and route complete records to the right queue. People stay involved: Follow up on incomplete or unusual requests.
- 03 Work is assigned. Owner and stage The workflow handles: Give the record an owner and a visible stage, so its position is never a question. People stay involved: Decide how to handle commitments, priorities and exceptions.
- 04 The next step happens. Notifications and updates The workflow handles: Send agreed notifications or updates through supported connections, and record what was sent. People stay involved: Approve the actions that need authority before they go out.
- 05 Someone asks for progress. Current state and history The workflow handles: Show the current state and the relevant history in one place. People stay involved: Interpret the situation and decide what should change.
- Exceptions stop in a queue, not an inbox. An incomplete submission, a failed connection or an unusual request keeps its context and waits in a queue with a clear next step. A workflow that only handles the clean path is not finished.
Put the decision beside the work
Exceptions first, not a wall of charts
A console should open on what needs attention: blocked items, missing information and deadlines. Charts belong where they help someone understand a change.
Prepared example
| Reference | Task | State | Updated |
|---|---|---|---|
| ENQ-1042 | Site survey request, document missing | Needs review | 12 min ago |
| ENQ-1041 | Quotation drafted and sent | Completed | 41 min ago |
| JOB-0338 | Maintenance report assembled | In progress | 1 h ago |
| JOB-0337 | Scheduling tool did not respond | Failed connection | 2 h ago |
| ENQ-1039 | Enquiry routed to operations | Completed | 3 h ago |
What Hapis delivers
Scope of delivery
Process mapping
We map the real process, including the informal steps, before automating anything.
Automation build
Scheduled jobs, triggers, integrations and notifications with retry and failure handling.
Decision consoles
Dashboards organised around decisions, risks and next actions rather than raw chart walls.
Audit and approval
Human approval where it matters, with a readable trail of what happened.
How the system works
The layers behind the interface
Each layer has a defined responsibility, so the system can be extended without rewriting what already works.
- 01
Capture
Structured intake from forms, files, devices or existing systems.
- 02
Process
Validation, enrichment and routing rules kept in one place, not scattered across tools.
- 03
Decide
A console that surfaces exceptions, deadlines and approvals in priority order.
- 04
Record
Durable history so performance and compliance questions can be answered later.
Integration and architecture
Where it connects
- Webhooks and scheduled tasks for external services.
- Workflow tooling such as n8n where visual orchestration helps the client team.
- Spreadsheet and document exports for teams that still need them.
- Role-based access when consoles hold sensitive operational data.
Use cases
Typical applications
Enquiry to project pipeline
Briefs captured on the website become qualified records with owners and stages.
Operations reporting
Daily and weekly views assembled automatically instead of by hand.
Compliance and evidence packs
Documents and checks collected as work happens rather than before an audit.
These describe the shape of the work. Named client references are published only with written approval.
Delivery process
How a project runs
- 01
Discover
Shadow the current process and quantify the manual load.
- 02
Design
Target flow, exception handling and console structure.
- 03
Build
Automations and interface, built incrementally against real cases.
- 04
Integrate
Connect to live systems with staging separated from production.
- 05
Improve
Tune rules and views once real usage data exists.
Questions
Answered directly
- Will this replace our team?
- No. The aim is to remove repeat data handling so people spend time on judgement and client work.
- Can we start small?
- Yes. A single high-friction process is usually the right first phase.
- What about failures?
- Automations are built with retries, alerting and a visible failure state rather than silent breakage.
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