The Challenge:
Reliance on manual processes and Google Apps Script to manage Google Workspace with limited resources and too many tasks to cover. Users ignoring email communication around Acceptable Use Policy
The Outcome:
100% Acceptable Use Policy completion across all staff. Hours of time saved for the IT team to enable more advanced approach to education instead of dealing with Google Workspace administration.
Industry: Education | Company Size: 5,000 employees, 30,000 students | Processes Automated| Google Admin automation, security policy enforcement, email signature management, IT operations | Total impact: 100% Acceptable Use Policy completion across all staff
The Challenge
Like many education IT teams, Lift Schools relied heavily on manual processes and Google Apps Script to manage Google Workspace. But this approach wasn’t scalable:
- IT staff spent too much time on repetitive tasks like sending policy links or updating Gmail signatures
- Enforcing compliance (like Acceptable Use Policies) was inconsistent
- Building automated flows required coding skills they didn’t have the bandwidth for
“We needed to automate inside workflows — not just run one-off tasks. Apps Script required too much bandwidth and wasn’t sustainable.”
— Paul Kerton, Google Workspace Manager, Lift Schools.
The Solution
Lift Schools adopted Zenphi as a reliable Google Admin tool to automate Google Workspace Management operations without writing a single line of code. The team started with critical workflows.
Automated Acceptable Use Policy Process
- Triggered on first login (not account creation)
- Gave staff a 21-day window to complete the policy
- Sent 6 automated reminders before deadline
- Automatically restricted account access if the policy was not accepted → Result: 100% compliance across the trust
Bulk Gmail Signature Generator
- Staff fill out a Google Form with name and role
- Zenphi dynamically inserts correct school logo, phone number, and address
- Signatures are now standardized and error-free across 57 domains
Listen To Paul Kerton Explaining The Nature & The Outcome Of Their Automation Project
What’s Next
Looking ahead, the Lift Schools team is planning on expanding Zenphi use beyond IT into HR workflows (e.g. syncing staff data with Google Contacts); security automations (like data loss prevention) and training delivery automation. All — because Zenphi proved to be a reliable vendor with an excellent level of customer support.
The quality of the support was one of the reasons why Zenphi got on the Lift School’s radar. Alongside the fact that it is the only no-code solution that integrates deeply with Google Workspace and allows to automate Google Workspace Management (Admin) tasks on any level, with any required precision and granularity. Being a fully no-code solution, Zenphi allowed Lift Schools to deploy automations fast without needing Apps Script experts. The best part — it’s scalable across dozens of schools and thousands of users, and allows to scale automate at the desired pace and speed.
Zenphi’s support team built us a working prototype in 48 hours. That’s the kind of partnership we need.
Overall Automation Impact
- 100% Acceptable Use Policy compliance
- Significant time savings for the IT team
- Fewer support tickets and admin overhead
- Improved policy enforcement and audit readiness
- Sparked interest from HR and other departments for future automations
- Freed IT staff to support classroom tech and learning initiatives
CASE STUDY
How a 57-School Trust Replaced Scripts with Zenphi and Achieved 100% Policy Compliance
Download Lift Schools Case study to learn the details and unlock Zenphi's special offers for Education.
