Automation Case Study: Grading Data Google Sheet Automation Adoption Story
Still copy-pasting test data from emails?
If you work at an academy, you can probably relate. Especially if you use external programs for question banks or test grading.
Tests are conducted frequently for classes, but after each test, manually transferring result data from external grading service emails into Excel or Google Sheets is quite exhausting work.
Let me share a real example of the challenges one of our clients faced.
The director of T English & Math Academy was spending difficult times managing test results 4-5 times per week.
"After each test, student test data comes into my personal email individually. Manually copying and pasting which questions were wrong and which were right into Google Sheets one by one is absolutely overwhelming."
Many directors might think 'isn't that just a few minutes of work?' but when you're constantly finding and copy-pasting dozens of data entries from emails, it easily takes a good 30-40 minutes.
Add student-by-student performance comparisons and error rate analysis by topic, and the workload became unmanageable.
Data that's hard to consolidate and tedious repetitive tasks lead to work fatigue that never improves over time.
So the T Academy director decided to solve this problem definitively through MAKE automation.
Escaping 'Copy-Paste Hell' with Grading Data Google Sheet Automation
MAKE is a no-code platform that automates simple and repetitive tasks.
First, we set up the academy director's Gmail to automatically detect specific senders from the external grading program and immediately relay the test data to MAKE.
Through webhooks, data received in real-time is processed within MAKE and automatically entered into Google Sheets in the desired format.
Let's look at the specific automation design together.
- When emails from the external grading program arrive in Gmail, they are automatically forwarded to MAKE's webhook URL
2. Module structure that filters out only student answer data
- MAKE analyzes the email content and processes student names, test names, and per-question grading data
- Automatically copies and creates a pre-made test management template sheet within Google Drive
- Individual student scores and incorrect question numbers are automatically entered into the generated sheet
- All data is aggregated, automatically providing statistics on error rates by question and correct answers per student
Users don't need to do anything manually — the MAKE automation system organizes and analyzes data on its own, eliminating the need to open each email and transfer content for every test.
"No more checking emails every day."
After implementing this automation, remarkable changes occurred.
The time spent manually organizing data for each test was dramatically reduced from 40 minutes to approximately 1-2 minutes.
In simple time conversion, that's over 95% reduction in work time.
Assuming 4-5 tests per week, that's about 3 hours per week (approximately 40 minutes per session x 4.5 sessions).
Per month, that's a whopping 12 hours (approximately 120,000 KRW at minimum wage) spent on simple tasks, now reduced to just 20 minutes per month.
That's an efficiency improvement of over 97%, and in monetary terms, savings of over 110,000 KRW per month, or over 1.3 million KRW annually.
Grading Data Google Sheet Automation: Focusing on What Truly Matters
Saving cost and time is important, but the real value of this automation is even greater.
With well-managed grade data, you can instantly identify each student's weak points at a glance, and it becomes easier to provide immediate feedback on topics or question types that all students commonly struggle with, and to develop various remedial lesson strategies.
Completely freed from the energy and stress consumed by handling data manually, you can now focus exclusively on what really matters — each student's learning growth and personalized feedback.
The work that truly deserves your energy is something else entirely.
It's approaching students with the right strategies to improve lesson quality and building the academy's competitiveness.
Minimize the cost and time spent on simple tasks through simple automation, and focus your energy on more valuable work.
Once you implement it, you'll think 'shouldn't I have done this sooner?'
If you're still stuck in email data copy-paste hell,
why not start MAKE automation today?
IMPAKERS Blog | Here's another academy automation case study! Read more
This article is an automation case study from IMPAKERS partner ClassFlow.
https://classflow.monstercoop.co.kr/blog/1fff1305-4318-80ed-a77c-ccc044855d90