A specialist trust firm specialising in the administration of trusts and foundations faced the challenge of transitioning Excel-based processes, which had evolved over decades, into a modern, transparent solution, given its large number of clients and complex regulatory requirements.
Initial situation
The company managed all mandates, tasks and compliance deadlines exclusively using Excel files.
As the company grew, this way of working led to the following problems:
- Lack of overview: There was no central view of the status of all ongoing projects and tasks.
- No automation: Tasks were not assigned automatically, there were no notifications for approaching deadlines, and whenever roles changed (e.g. a new account manager), all responsibilities had to be updated manually.
- Lack of data integrity: Any employee could modify any data at will, which led to inconsistent and out-of-date information.
Solution
Together, we implemented a comprehensive monday.com solution that fully digitised the core business: moving from manual Excel management to an intelligent, automated client and compliance management system – supported by a Make integration with existing systems.
Central portfolio overview
At the heart of the solution is a dashboard that displays all projects and their statuses at a glance. Management can immediately see which tasks have been completed, which are still pending and which are overdue, filtered by deadlines, months or responsibilities.
System integration with nightly synchronisation
Using Make, an automated integration has been set up with the internal ERP system Timesafe, where the company manages all client data, time tracking and invoicing. Changes such as new account managers, role changes or updates to client data are automatically synced with monday.com every night, and all associated tasks are reassigned accordingly without the need for manual intervention.
Proactive deadline management
The system automatically notifies staff two weeks before a deadline. If the status has still not been set to "completed" one week before the deadline, the line manager (project lead) will also receive a notification.
Personalised staff boards
Each employee has their own personal dashboard that displays only their own tasks.
Role-based views
The system provides the right view for every level of the hierarchy: senior management gets a comprehensive overview of all mandates, whilst staff can see the projects assigned to them, including their specific tasks.
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