Project Tracking & Task Automation

📌 Overview

This system automates project tracking and task management from start to completion.

It ensures every task is assigned, tracked, and updated automatically, reducing manual coordination and improving team visibility.

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🎯 Objectives

• Automate task creation and assignment
• Track project progress in real-time
• Reduce manual follow-ups
• Improve team coordination

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⚙️ Stack

• HubSpot (project & task management / CRM)
• Make (automation engine)
• Slack / Email (notifications)
• Google Sheets / Notion (data tracking)

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⚡ Trigger

A new project is created in the system.

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🔄 Workflow Logic

• A new project is added to HubSpot

• A predefined task template is automatically generated

• Tasks are assigned to team members based on roles

• Deadlines are set automatically for each task

• Notifications are sent to each assignee

• The system monitors task status in real-time

• When a task is completed:

  • The next task is unlocked
  • The responsible person is notified

• If a task is overdue:

  • A reminder is sent to the assignee
  • A notification is sent to the manager

• The project status updates automatically based on progress

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🔁 Process Flow

1. A new project is created
2. Tasks are generated automatically in HubSpot
3. Team members are assigned
4. Work progresses step by step
5. Tasks trigger the next actions
6. Delays are detected and handled
7. Project progresses until completion

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📊 Key Features

• Automated task generation
• Smart assignment logic
• Deadline tracking
• Conditional notifications
• Real-time project updates

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🚀 Expected Results

• Better task visibility

• Fewer delays

• Improved team accountability

• Less manual coordination

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🧠 Notes

This system is CRM-agnostic and can be adapted to any tool such as: Airtable, Monday.com, Notion, ClickUp, or other CRM platforms depending on the client’s stack.