Challenge
Icono-Labs managed project closeouts through a combination of Slack messages and manually maintained project records. The process created generic notifications, duplicate project channels, limited visibility into deadlines, and insufficient alignment between project data, assignees, and team communication.
The team needed a solution that would improve accountability and standardize closeouts without introducing another project-management platform.
Solution
imivs consulting connected the existing Project Tracker with Slack through Make, creating a centralized and automated closeout workflow.
- Automated project workspaces: private project channels are created from tracker data and connected to the correct client, project, assignee, and due date. Duplicate-prevention logic keeps record updates from creating additional channels.
- Targeted reminder system: only incomplete projects marked as reportable to Coupa qualify for closeout reminders.
- Scheduled notifications: projects due within seven days receive reminders every Monday and Wednesday at 9:00 AM ET. Overdue projects receive alerts every Monday and Wednesday at 12:00 PM ET.
- Coordinated delivery: reminders are delivered to the assignee's DM, the private project channel, and the central Coupa closeout channel.
- Standardized onboarding: each workspace includes a pinned onboarding guide, project details, and direct access to the closeout checklist.
- Due-date management: team members can request a due-date extension from Slack by entering a proposed date and reason. The request updates the project workflow and generates a due-date-change notification.
- Completion controls: completed and archived projects are excluded from future reminder runs.
- Operational ownership: the Make environment and automation credentials were transferred to a company-controlled account for long-term continuity.
Result
The system created targeted and actionable project alerts. It reduced manual channel administration, prevented duplicate workspaces, and established a consistent closeout process across Slack.
Project information now remains connected to the appropriate assignee and workspace, while scheduled reminders improve visibility and accountability. The result is a repeatable and scalable operating model built entirely around the tools Icono-Labs already uses.