Automation Case Study: Safety Management Automation Built with Make
Manually writing gas and boiler safety inspection records on paper forms or individual Excel files, then verifying and reporting the submission status of each checklist to the person in charge one by one, is an extremely cumbersome process.
This makes it easy for human errors like omissions and incorrect entries to occur, and when information sharing between the field and management team is delayed, immediate safety measures become difficult, increasing anxiety.
When busy schedules pile up, reports get delayed, and chasing after delayed reports becomes yet another task.
Ultimately, a vicious cycle of missing the golden time for field safety can repeat itself.
Manual Record-Keeping That Could No Longer Be Postponed
Recently, a company managing gas and boiler equipment contacted us.
"We write gas and boiler safety inspections on paper and individual Excel files, then share them by taking photos. We want to compile them quickly without any omissions."
The company had frequent inspections and detailed items, but the recording method was still manual-centered.
Compiling and reporting inspection results alone took considerable time, and the management team ended up with duplicate work rechecking for omissions.
Even when safety measures needed to be urgent, it was difficult to aggregate the latest data at a glance, delaying response.
So we built an automation system based on real-time recording and instant notifications.
Tally → Airtable → SMS Simple Version
I used Make to configure a scenario that detects Tally form submissions in real time, stores them in a structured format in Airtable, and then sends SMS notifications to the person in charge.
The key was separating recording and notifications from human hands to break the chain of omissions and delays.
In the field, inspections were submitted via Tally forms, and the back office immediately confirmed structured data in Airtable.
1. Tally Form Response Detection (tally:watchNewResponse)
The automation was set to start the moment a new response was submitted to the Tally form.
All item answers including gas valve status, ventilation status, flame condition, leak check, boiler age check, timer operation, and chemical replenishment were received in real time.
The flow was simplified so the next step would follow immediately without delay.
2. Create Inspection Record in Airtable (airtable:ActionCreateRecord)
Collected responses automatically created records in the Airtable 'Gas and Boiler Safety Checklist' table.
By accurately mapping and storing answers by question along with submission timestamps, searching, filtering, and history tracking became clean.
Field types and value formats were organized to reduce duplicate entries and incorrect inputs.
This established the foundation where recorded data directly becomes the source for dashboards.
3. New Inspection Log Submission Notification (solapi:sendTextMessage)
Once Airtable storage was successful, an SMS notification was sent to the person in charge's mobile phone.
"A new inspection log has been submitted."
The notification immediately became the starting point for confirmation and action, ensuring the management team didn't delay field response.
By providing faster awareness than messenger or email, the time lag between field and back office was eliminated.
How Has Work Changed After Automation?
In the field, reporting was completed simply by filling out the Tally form, and the management team immediately confirmed the latest list and details in Airtable.
The process of separately asking and answering about submission status disappeared, reducing communication noise.
Data was converted to database format immediately upon entry, eliminating the effort of re-loading or reviewing omitted inspections.
With notifications arriving in real time, the speed of initiating safety measures was elevated.
Results in Numbers
If paper and Excel-based manual recording took an average of 4 minutes per entry,
processing 100 entries per week would mean over 6 hours per week spent on simple recording and compilation.
Annually, this amounts to approximately 312 hours of work time saved.
Converting this at an hourly rate of 20,000 KRW shows annual cost savings of approximately 6.24 million KRW.
Make subscription costs are also just $108 per year, approximately 150,000 KRW.
Our repetitive tasks can be eliminated,
and that time can be filled with our own valuable moments.
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