Client
K9s for Camo
Automation Partner
Grin Reapers
Automation Stack
n8n + Google Sheets + Gmail
Use Case
Time-based escalation and status monitoring
Result
Fully automated alerts with zero manual oversight
The Problem
K9s for Camo manages sensitive, long-running cases that require careful tracking and timely follow-up. Their operational data lived in Google Sheets and included veterans and service dogs in an "In Service" status.
While the data was well maintained, the process relied heavily on manual review:
- •No automatic alert when a case remained in "In Service" too long
- •Leadership visibility depended on someone checking the sheet
- •Delays could go unnoticed for weeks or months
- •No built-in safeguard against missed follow-ups
The organization needed a reliable way to surface stalled cases automatically, without adding administrative burden.
The Objective
Grin Reapers was tasked with building an automation system that would:
- Monitor all records in a Google Sheet on a schedule
- Calculate how long each case had been in "In Service"
- Send alerts at 90 days and 180 days
- Prevent duplicate alerts from being sent
- Log all actions directly back into the sheet
- Run continuously without human intervention
The Solution
We implemented two independent automation workflows using n8n:
90-Day Waiting Alert Workflow
180-Day Waiting Alert Workflow
Each workflow operates independently but follows the same proven structure. This design choice ensures clarity, reliability, and easy future maintenance.
How the Automation Works
1. Scheduled Monitoring
Each workflow runs automatically on a schedule. No one at K9s for Camo needs to remember to check the sheet.
2. Data Retrieval
The workflow reads all rows from the Google Sheet, including:
- •Veteran name
- •Dog name
- •Status
- •Waiting start date
- •Alert tracking columns
3. Time Calculation
A JavaScript processing step calculates how many days each case has been in "In Service" based on the current date and the recorded start date.
4. Conditional Filtering
Only records that meet all of the following criteria continue:
- •Status equals "In Service"
- •Days waiting is greater than or equal to the alert threshold (90 or 180 days)
- •The corresponding alert field is still empty
This ensures precision and prevents noise.
5. Automated Email Alerts
When a case qualifies, the workflow sends a structured email notification with key details:
- •Veteran name
- •Dog name
- •Current status
- •Total days waiting
- •Waiting start date
- •Sheet row reference
The emails are clear, professional, and immediately actionable.
6. Built-In Safeguards
After an alert is sent, the workflow writes a timestamp back into the sheet. This creates:
- •A permanent audit trail
- •Guaranteed duplicate prevention
- •Clear historical context for leadership
Why This Automation Is Effective
Single Source of Truth
Google Sheets remains the authoritative system. No extra databases or tools required.
Zero Duplicate Alerts
Once an alert is sent, it will not fire again for the same threshold.
Fully Scalable
The workflow adapts automatically as rows are added or updated.
Easy to Modify
Thresholds, recipients, or conditions can be adjusted without rebuilding the system.
Leadership Visibility
Potential delays are surfaced proactively rather than discovered late.
Business Impact for K9s for Camo
- Reduced manual tracking and oversight
- Faster identification of stalled cases
- Improved accountability and transparency
- Less administrative burden on staff
- Greater confidence in operational timelines
The system quietly runs in the background, ensuring nothing critical slips through the cracks.
The Grin Reapers Approach
At Grin Reapers, we build automation that:
- Solves real operational problems
- Uses tools teams already trust
- Prioritizes reliability over complexity
- Leaves clients with clear, maintainable systems
This project with K9s for Camo is a strong example of how thoughtful automation can dramatically improve internal workflows without disrupting existing processes.
Considering Automation for Your Organization?
If your team:
- •Manages long-running cases
- •Tracks work in spreadsheets
- •Relies on manual follow-ups
- •Needs time-based escalation
Automation can help.
Grin Reapers designs, builds, and documents workflows that work consistently—even when you're not watching them.
Ready to Automate Your Operations?
Let's build purpose-built automation for your organization. From time-based alerts to complex workflow orchestration, we create systems that improve operations without disruption.
Related Case Studies
Automated JotForm to Mailchimp Contact Sync
Learn how we built a seamless real-time automation that instantly syncs form submissions to Mailchimp.
Automated SEO Word Count Monitor
Discover how we built a fully automated SEO monitoring system that scans websites and identifies thin content.