Which job do you keep doing twice?

Copying an enquiry into a spreadsheet. Sending the same confirmation again. Typing up Monday’s list from three different places.

I’m Shaun. I help small businesses and charities in Rotherham, Sheffield and beyond automate their repetitive admin. I connect the tools you already use so the routine steps happen on their own, and the bits that need you still come to you. Sometimes AI helps. Often a few sensible rules do the job.

Tell me about the jobSee some real examples
Shaun checking a card while routine paperwork moves into a tray
Shaun helped us with our meeting app, our delegates got their email updates immediately without me needing to touch a button, giving all the key logistic information, bespoke to them. It’s marvellous
Dr Neil HamiltonChair, PH Professionals meeting

What you’ll get

The jobs that keep
coming back.

Pick one. Each example shows what usually happens now, what can happen on its own and what stays with a person. Each one is based on a workflow I’ve built and run.

Someone fills in the form on your website.

It lands in your inbox between a delivery notice and a newsletter. You copy the details into a spreadsheet, mean to reply after lunch, then can’t remember whether you did.

What can happen on its own

  1. 1The form is sent
  2. 2Spam is filtered out
  3. 3The details are saved to your client list, marked as waiting for a reply
  4. 4You get a tidy email with a reply button

Still yours: The reply. That’s where your knowledge and personality do the work.

Where it’s running

Plan B’s website enquiries are saved straight into its client list as “pending”, and the owner gets an email with a one-click reply. Quinn Photography’s form filters out spam first, then shows the wedding date and venue at a glance.

See the Plan B website

Someone books a place at your event.

You add them to the list, send the confirmation, answer the same question about parking, then count the list again to see whether you’re nearly full.

What can happen on its own

  1. 1The registration is sent
  2. 2A record is created with their choices
  3. 3A confirmation goes out with the venue, parking and access details
  4. 4You’re told when numbers reach the limit you set

Still yours: Deciding what happens when it’s nearly full, and anything that needs a personal touch.

Where it’s running

For a Together Events conference, each registration creates a delegate record and sends a confirmation with the practical details. Once numbers reach a set point, the organiser gets an email, so a person decides whether to close registrations. For another event, people who give a phone number also receive a text, and any session they suggest goes straight into the programme planning.

See the Together Events app

People need to know their form arrived.

Someone sends a form, then emails to ask whether you got it. You check, reply and quietly hope you haven’t missed anyone else.

What can happen on its own

  1. 1Waiting confirmations are checked every minute
  2. 2Each one is sent to the person who filled in the form
  3. 3A check confirms everything went out
  4. 4Anything unusual stops and is flagged for a person

Still yours: Checking the rare one that’s flagged, before anything is sent again.

Where it’s running

The forms platform I built in sPHere sends confirmation receipts within about a minute. If a confirmation needs attention, the workflow stops on purpose and asks a person to look before anything is resent, so nobody gets the same email twice.

See the forms platform

You need a picture of what’s still open.

Every Monday, someone opens the task list, filters it four ways and types up a summary. By the time it’s sent, two things have changed.

What can happen on its own

  1. 1Every open task is gathered from the team’s task list
  2. 2Each one is reduced to the useful details
  3. 3AI drafts the weekly breakdown from that list
  4. 4A person reads it before acting on it

Still yours: Reading it, questioning it and deciding what matters this week.

Where it’s running

For a charity team I work with, an automation gathers every open task each week, and AI writes the breakdown from that complete list. A similar workflow gathers banked cheques for the bookkeeper’s monthly pack. The automation does the gathering; people still check the result.

Sensible rules first,
and AI only where it earns a place.

Automation simply means one tool passing information to the next when something happens. A form arrives, a record is saved, an email goes out. That’s most of it.

Rules handle the predictable bits.

Saving details, sending confirmations, setting reminders and moving information between tools. If the same thing should happen every time, a rule is usually cheaper and more dependable than AI.

AI helps with the wordy bits.

Summarising a long list, drafting a reply or sorting messages by what they’re about. It can save a lot of typing, but it can also get things wrong, so I build in a point where a person checks what it’s produced.

You decide what needs you.

Refunds, awkward replies, anything involving judgement or someone’s feelings. We agree where the automation stops and hands over, so it supports your service instead of making it feel robotic.

What happens when something breaks?

I learnt this one the slightly embarrassing way. One of my own workflows once produced around 200 failure emails before I fixed it properly. Tools change, a field gets renamed, a login expires... and an automation that ran perfectly for months suddenly doesn’t.

So now I build for that from the start. Workflows check what they’ve done, stop rather than guess and tell someone when they need help. You’ll know how to pause each one, and how to check it’s still running.

How a job gets
handed over.

You don’t need a flowchart. Talk me through what happens now, including the workaround you’ve been meaning to fix for months.

Map the job.

What comes in, what happens next and who needs to see it. I’ll suggest a sensible first workflow, and tell you if a setting in a tool you already have would do it. Then I’ll agree the scope and price with you.

Build it and test it.

I’ll connect your tools and run real examples through it, including what happens when a form is half-filled or a step fails. You’ll see each part working before it takes over.

Know how it works.

You’ll know what each workflow does, which accounts it uses, how to pause it and what it costs to run. If you’d like me to keep an eye on things, I can arrange ongoing support.

A few things you might be wondering.

Do I need new software?

Usually not. I start with the tools you already pay for, such as your email, forms, calendar, spreadsheets or CRM. Sometimes an automation service is needed to connect them, and I’ll explain what that costs before you decide.

Will it just run forever?

It should run quietly for a long time, but no automation is set-and-forget. The tools it connects get updated. I build in checks and alerts, show you how to pause things, and can look after it if you’d rather not.

Do I have to use AI?

No. Plenty of useful automation involves no AI at all. Where AI might help, I’ll explain what it does with your information, what it costs and where a person checks the result.

Who owns it, and where does my information go?

Where possible, the workflows run on accounts in your name, so you keep control. I’ll tell you which services your information passes through and what each one is used for.

How much will it cost?

That depends on the job, the tools involved and how many steps there are. After a conversation, I’ll give you a project quote with a clear scope, plus the running costs of any services it relies on.

Which job would you hand over first?

The enquiry you keep copying, the reminder you always forget, the list you type up every week... tell me what happens now. A sentence or two is plenty.

Let’s talk it through

No commitment, no pressure. Based in Rotherham, working with businesses in Sheffield and beyond.