National coordination streamlined

How APU streamlined national coordination for the Chilean Ministry of Labor's programs

Context of the Client

APU is a Chile-based organization that collaborates closely with the Ministry of Labor (DT) to manage and coordinate a large community of workers, training programs, and housing support initiatives across Chile. Their mission centers around improving work conditions and facilitating access to essential government services through community engagement and direct communication with agents. Before Praxsuite, APU handled all its interactions through emails, spreadsheets, and manual scheduling. Each week, dozens of requests, updates, and meetings were coordinated via long email chains - making it increasingly difficult to maintain accountability and visibility as their community expanded nationwide.

Challenges and Pain Points

APU faced several structural challenges in managing its operations:

This created operational drag, limited visibility, and made it difficult for APU to scale efficiently as their national programs expanded.

Previous Approach

Before adopting Praxsuite, APU tried to organize operations through shared Google Sheets and calendar invites, along with manual oversight via email. Although the system worked in early stages, it quickly became unmanageable as the number of regional agents grew.

• ✗No single point of truth for data
• ✗No automation or role-based access for coordinators
• ✗No real-time insights for DT about ongoing initiatives

The need for a centralized operations platform became clear - one that could combine scheduling, communication, and data management into a single, intelligent workflow.

The Praxsuite Solution

Together with APU, the Praxsuite team designed and deployed a custom operations portal built entirely on Praxsuite's workflow and automation modules.

Step 1: Unified Frontend Portal

A new frontend page was created, directly integrated with Praxsuite. This portal became the hub for all APU community interactions, enabling users to:

• Access official directives from DT
• Schedule meetings with agents automatically using Praxsuite Smart Scheduling
• Request or upload necessary assets through Praxsuite Forms, linked directly to each project record

APU Portal Login Interface: Secure Login Portal - Community members and agents access the unified APU portal with role-based authentication, ensuring proper access control and data security for Ministry of Labor coordination.

Housing Booking System: Housing Booking System - Automated scheduling interface for housing support coordination. Agents can book housing resources, manage availability calendars, and coordinate with community members through the Smart Scheduling module.

Gas Request Management View: Gas Request Management - Streamlined interface for submitting and tracking gas subsidy requests. Users can upload documentation, track approval status, and receive real-time notifications through the integrated Praxsuite Forms system.

Step 2: Intelligent Data Connection

All operational data - meetings, asset requests, and housing bookings - were now stored and visualized in Praxsuite Records. Coordinators could generate reports instantly and monitor national activity in real time, without relying on spreadsheets or email confirmations.

"We went from scattered emails to a clear dashboard. Everything is now tracked, measurable, and accessible."

— APU operations lead

Results and Impact

In less than four months, APU saw significant transformation in both efficiency and data visibility:

The portal also enabled DT officials to access directives, documents, and housing information through a unified and compliant interface - strengthening collaboration and reducing operational lag.