Automation Case Study: Exploring Student Management Sheet Automation Features
If you run an academy or education company, or are in charge of student management, you've probably experienced this at least once.
Managing not just dozens but hundreds of students turns individual student information management into an endless battle with mountains of data.
You create separate folders for each student, and within those folders, materials like class resources, homework, and attendance records keep piling up.
The burden of regularly updating and managing all of this grows over time.
Materials get lost or entered incorrectly, and finding a specific student's file means digging through Google Drive every time.
When you spend all day doing busywork like folder creation and file searching, it's natural to feel frustrated wondering why you're stuck doing this.
We recently received a call from Company E sharing exactly these frustrations.
Company E was managing over 300 students.
They were managing individual student materials as folders in Google Drive, and manually creating or updating multiple files for each student.
Naturally, problems like input errors and data omissions (human errors) occurred frequently amid the repetitive work.
Additionally, since files managing student information and enrollment status were maintained separately, duplicate data entry and data inconsistency issues emerged.
Employees were constantly losing time to simple repetitive tasks and problem-solving, resulting in a vicious cycle of declining work efficiency and productivity.
5-Step Student Management Sheet Automation
I approached this problem with automation development using MAKE.
This automation was built so the entire student management workflow runs with a single button click on one Google Sheet.
Let me explain the automation I built in more detail.
- Request Detection via Webhook Button
First, pressing a button inserted in the sheet immediately activates MAKE's Webhook module to start the workflow. Requests are processed in real time.
- Automatic Student Folder Creation
When you enter a student's name and information in the main Google Sheet, a student-specific folder is automatically created in Google Drive.
② Module that deletes student info from the main sheet and adds it to the withdrawal sheet when a student withdraws
③ Module that automatically updates folder names and related sheet info when student information changes
- Automatic File Copy and Batch Upload
When teachers upload a single learning material, it's immediately copied to all designated student folders.
You can select specific classes or student groups to upload files all at once, and when updated materials are available, a single button click applies them to all relevant student folders.
- Batch Deletion of Unnecessary Files & Folders
You can also batch-delete previously uploaded files or folders all at once.
- Folder-Sheet Synchronization
File lists within each student's folder are automatically listed on the main Google Sheet with a single button press.
No need to search for files one by one or manually copy them — you can view all information at a glance.
Changes After Student Management Sheet Automation
After building the automation, Company E experienced the following effects immediately.
Unnecessary manual work like repetitive file uploads and material copying virtually disappeared, allowing them to focus much more on important tasks.
Human errors like data entry mistakes were significantly reduced, improving data accuracy.
Without the hassle of manually searching through folders, work time was shortened, enabling much more systematic and efficient management. With just a few seconds of button clicks, materials for all 300 students are organized and updated identically!
The Enormous Impact Even a Quick Calculation Reveals
Assuming Company E's employees spent an average of 8 hours per week manually managing student files and folders:
Annually, that's a staggering 416 hours wasted on simple repetitive tasks.
Converting this to minimum wage amounts to 4,172,480 KRW per year.
But by automating these simple tasks through the MAKE platform, the annual cost is just $108, which at current exchange rates is approximately 148,633 KRW.
(Everyone knows that Google Workspace is a free platform if you're already using it, right?)
This means that compared to the time wasted at minimum wage, just 3.5% of the cost delivered a 96.5% efficiency improvement.
Due to the nature of the work, managing and entering materials is essential — but there's no need for humans to keep doing repetitive tasks like data entry, file copying, and folder searching.
And where should the 96.5% of time and cost savings go for a more successful business?
Automation doesn't just improve efficiency —
it's a tool that finally lets you focus on the work you truly should be doing.
To spend time on more creative and productive work,
why not take this small first step?
IMPAKERS Blog | Here's another work automation case study! Read more