Custom app automates data entry for UK-wide training provider

Fluid built an app that saves Back 2 Work 140 hours a week in manual data entry. Now staff begin each day with a clear inbox, working from digitally prepared data.

4000 emails every week for manual filing and data transfer

Back 2 Work provides pre-employment training for more than 10,000 people each year across the UK. They provide both a recruitment service for employers and an employment service for people who are unemployed. Back 2 Work Complete Training works closely with large employers and Job Centres across the UK, giving job seekers a funded service to support them into employment.

The Back 2 Work team receives more than 4000 emails a week from an online recruiter with data on candidates for government funded training. The emails were manually filed and the data keyed into a spreadsheet shared and used by more than 20 team members.

The digitalised process

The Fluid team built a custom app on Microsoft PowerApps with an automated workflow that moves relevant information contained within emails from online recruiter Total Jobs into a daily Work in Process (WIP) spreadsheet.
The app runs at a specified time every night. The automation consults every email from the online recruiter, and copies and pastes the required information into the spreadsheet, and files the email in a ‘completed’ Outlook folder. Emails received throughout the day are included in the nightly automation run.

Every day a fresh start, a clear inbox and 100% accurate digital data

The app saves B2W staff 140 hours a week in manual data entry. Every morning they start working in the spreadsheet, with no backlog of emails in their inbox. The digitalised process removes the risk of human error in manual data entry.

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