I run a landscaping and irrigation company primarily serving new build projects (ground-up home construction). Our operations are highly structured with specific logistics and scheduling requirements. Currently, I use a main Google Sheet with several tabs to track the status of each address, manually moving data through each stage. I’d like to enhance this process with automated functionality, including drop downs and data movement across tabs, so each phase is streamlined.
Sheet Structure and Requirements:
Main Workflow Sheet Setup:
Primary Sheet: “Work Flow” – This sheet acts as the central hub where all project data from scouting, permitting, scheduling, and invoicing culminates.
Tabs: Four primary tabs are embedded within the main sheet:
Scouting
Irrigation Permitting
Work Flow (for weekly logistics and scheduling)
House Count (for final invoicing preparation)
Workflow Stages and Data Movement Requirements:
Scouting Tab:
Technicians enter details on neighborhoods or subdivisions they scout, gathering data for upcoming installations.
When an address is 2-3 weeks from installation, it should move to the “Irrigation Permitting” tab so permitting can begin. However, the address should also remain on the Scouting tab under an “Upcoming Houses” header for continuous monitoring.
Automation Request: Add a dropdown or checkbox to mark when an address is ready for permitting, triggering the data to automatically copy to “Irrigation Permitting” while staying in “Scouting.”
Irrigation Permitting Tab:
As addresses are marked “ready” in the Scouting tab, they populate here for permit processing.
Once permitted, addresses advance to the “Work Flow” tab, where they enter weekly logistics and scheduling.
Automation Request: Enable a status update (dropdown or button) that, once permitting is approved, moves the address data to the “Work Flow” tab without removing it from the “Irrigation Permitting” tab.
Work Flow Tab:
This is the active installation and logistics scheduling sheet. Each day of the week has a header under which addresses are scheduled for that day’s work.
Irrigation Installation is scheduled first, followed by Landscaping once irrigation is complete and documented.
After installation, we assign a technician to verify irrigation work, requiring a copy of the row to move to another sheet for verification. After confirmation, landscaping scheduling follows.
Automation Request: Enable dropdowns for status updates to automatically:
Assign the address to irrigation, send orders to SiteOne for delivery, then move to the landscaping phase.
Schedule tech verification by copying the row to a verification sheet and then advancing to landscaping install.
Move to “House Count” tab once landscaping is complete.
House Count Tab:
The final stage where completed projects are prepared for invoicing.
Automation Request: Once landscaping is complete and verified, have the address data move here automatically, marking it ready for invoicing.
Additional Requirements and Features:
Dropdown Menus and Status Triggers:
Across each tab, dropdowns or checkboxes to trigger automated actions (e.g., “Ready for Permitting” or “Irrigation Complete”) for moving or copying data to the appropriate next stage.
Error Prevention for Tight Schedules:
Landscaping materials (plants and sod) need ordering 48-72 hours ahead. Ensuring precise scheduling is crucial to avoid delays.
Multi-Sheet Data Copying:
Ability to move or copy rows between multiple sheets based on status updates without manually duplicating data entries.
