Automating a workforce-development programme across two workspaces
A programme that connects candidates, employers and referring training providers ran its operation on monday.com. Skofi built Make automation for it: a job portal kept in step with the master list, applications placed, registrations reconciled, assessments filed and access provisioned.
- reusable flows
- 5
- scenarios across them
- 18
- runs, five errors, all fixed
- 403
The organisation
The programme connects job candidates with employers, and with the training organisations that refer them. Everything runs on monday.com: boards for candidates, employers, open roles, applications, assessments and event trackers in an operations workspace, plus a separate workspace that serves as the public jobs portal.
Work comes in cohorts around hiring events. In the weeks before one, hundreds of people apply and register, employers submit roles, and staff need every record linked and every tracker current. The work that suffered was the connecting: copying roles to the portal, linking an application to its candidate, putting a registrant on the tracker.
Skofi's job was to make that connecting automatic. The scenarios run in Make and the data stays in monday.com. Each flow is also described on its own page, because most of them would apply, as they are, to another programme.
What we built
- 01
Role sync between two workspaces
Keeps the public jobs portal in step with the master list of roles.
3 scenarios · read the flow - 02
Application pipeline
Turns each Apply-now click into a linked, placed and employer-visible application.
5 scenarios · read the flow - 03
Missing-registrant sweep
Makes sure every registrant for an event is on its tracker, exactly once.
1 scenario · read the flow - 04
Assessment filing
Files each interview assessment against the right application.
1 scenario · read the flow - 05
Guest access provisioning
Gives candidates, referring organisations and employers the right seat and boards.
8 scenarios · read the flow
The outcome
Five flows and 18 scenarios in all, with 403 runs and 1,104 operations in Make's counters.
The workhorse is the role sync: 292 runs, including a fifteen-minute safety net that has polled 265 times without a miss.
The application pipeline and the registration sweep carry the event-time load. The access flows were built ahead of intake and have seen light use.
Five errors across all of it, each fixed: one permission failure, one wrongly shaped relation value, two from a single system-user cause, and one replay of an earlier run.
Where it stops
The access flows are built ahead of need and mostly unproven, and the scenario that onboards employers is switched off. Several scenarios match records by name rather than by id, which is the main fragility across the programme. This page draws only on complete builds: helper scenarios, back-fills and a superseded early version are not described.
Built with
- Make.com
- monday.com
- GraphQL API
- Webhooks
- Microsoft Outlook
Page copy drafted with AI assistance. Skofi is accountable for it. Editorial policy
Run a business like this one?
The flows above are reusable. A short call is the fastest way to find out which of them fits yours.
What happens on the call
- 15 minutes, no deck
- We map the process on the call
- A written scope, or an honest no