Role-Based Programme
RB0790

Zapier for Administration & Facilities

Automate Service Requests, Facility Operations & Workplace Coordination

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Duration
8 Hours
Level
Basic
Delivery
Instructor-Led
Format
Workshop

Programme Objectives

  • Build foundational capability in using Zapier to automate administration and facilities-management workflows.
  • Create connected workflows for service requests, maintenance coordination, workplace support, asset tracking, vendor follow-ups, and recurring facility activities.
  • Apply Forms, Tables, Filters, Paths, and scheduling to structure and route administrative processes.
  • Use AI-assisted workflows to classify requests, summarise issues, extract information, and support operational coordination.
  • Apply approvals, escalation, privacy, data validation, and human oversight across workplace automation.

Tools covered

Zap WorkflowsZapier FormsZapier TablesTriggers & ActionsFiltersPathsSchedulingWebhooksAI by ZapierZapier AgentsHuman Review Controls

Who should attend

  • Administration Managers
  • Facilities Managers
  • Workplace Managers
  • Administration Executives
  • Facility Coordinators
  • Workplace Operations Professionals
  • Office Managers
  • Corporate Services Professionals
  • Facility Operations Executives
  • Front Office & Workplace Services Professionals
  • Administration Team Leads
  • Facilities Operations Leads

Prerequisites & Participant Readiness

  • Basic understanding of administration or facilities-management activities
  • Familiarity with workplace requests, maintenance, vendors, assets, or office-support processes
  • Basic awareness of forms, spreadsheets, email, calendars, or collaboration applications
  • No programming expertise required
  • Basic understanding of workflow logic is helpful
  • No previous Zapier experience required

TOC Modules

Concepts
  • Understanding Zaps, triggers, actions, and automated workflow execution
  • Identifying repetitive workplace and facility activities suitable for automation
  • Understanding event-driven versus scheduled administrative workflows
  • Recognising tasks that require administrator or facilities-manager judgement
Practical activities
  • Exploring Zapier through a sample workplace-service workflow
  • Building a basic Request → Action → Notification Zap
  • Reviewing workflow execution and captured information

Scenarios

Facility Request to Resolution

Employee Request → Zapier Form → Zapier Table → Priority & Category Check → Facility Owner / Vendor → Status Tracking → Escalation → Completion Notification

Participants automate a workplace-service process from request intake through assignment, tracking, escalation, and closure while keeping urgent and safety-related decisions with responsible facilities personnel.

Preventive Maintenance & Vendor Follow-Up

Maintenance Schedule → Zapier → Service Reminder → Vendor / Facility Owner → Completion Update → Missed Deadline Check → Escalation → Maintenance Record

Participants build a recurring preventive-maintenance workflow that reduces manual follow-up and provides better visibility into outstanding facility activities.

*Current Zapier capabilities relevant to this programme include Forms connected to Tables, automated Zap workflows, Filters and Paths, scheduled workflows, webhooks, AI-powered steps, Agents, and manual checkpoints for controlled actions.*

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