Streamlined Automation for a Good Cause: How Fillout, Gmail & Google Sheets Supported ‘Het Warmste Glas’ for De Warmste Week
At Waybase Studio, we’re committed to simplifying workflows for meaningful projects that resonate deeply with communities. Recently, we contributed to an impactful cause by streamlining data collection and communication for ‘Het Warmste Glas,’ an initiative collecting donations for De Warmste Week by Studio Brussel. Through the sale of custom-designed Duvel glasses — illustrating themes of loneliness and connection — the campaign brought people together around a shared purpose. Our role? To make the data management and follow-up as seamless as possible, enabling the team to focus on the heart of their mission. Here’s how we implemented this solution — and what we learned about scaling integrations to support high volumes.
Project Overview
Our client’s main goals for this project were clear:
Centralized Data Collection in Google Sheets: They needed an efficient way to manage participant data, making it easily accessible and organized.
Branded, Custom Form: They wanted an upgrade from the basic Google Forms, seeking a more custom-branded feel that aligned with their campaign’s visual style.
Automated Follow-Ups with Gmail: Timely, personalized follow-up emails were essential to engage donors, so they needed an email solution that would automate responses.
Given these goals and the client’s resources, we focused on integrating no-code tools that would be easy to manage and effective at automating key processes. This allowed us to create a smooth, fully automated workflow without complex coding.
The Solution: Integrating Fillout, Google Sheets, and Gmail Automation
Step 1: Custom Data Collection with Fillout
Our client wanted an upgrade from the standard, unbranded look of Google Forms. Fillout allowed us to create a form with a custom-branded feel that aligned with the campaign’s aesthetic, enhancing the donor experience from the start. We also utilized Fillout’s conditional logic and validation options to tailor the form for donors. These features ensured that each entry was complete and accurate, reducing follow-up and creating a smoother ordering experience.
Step 2: Automated Data Sync with Google Sheets
Once data was collected, the integration with Google Sheets created a centralized, auto-updating order dashboard. This allowed the team to view new orders in real-time, organize inventory efficiently, and access donor information quickly — all without manual updates or fragmented data.
Step 3: Automated Follow-Up Emails with Gmail
To enhance donor communication, we set up an automated Gmail response using Fillout’s native Gmail integration, to send a personalized thank-you email for each order, including instructions to pick up their order. However, the campaign’s rapid success — selling 192 sets in just four minutes — highlighted a valuable learning: the high email volume created occasional load issues with the Gmail API, causing a few emails to fail to send. We manually resent these emails, but the experience highlighted the need for a more scalable solution, such as SendGrid, to handle larger-scale email sends with reliability.
Credits © Annika Wallis
Key Learnings and Takeaways
Through this project, we gained valuable insights into API integrations between Fillout and Google’s suite of tools. Not only did we develop an efficient workflow for our client, but we also identified potential for future improvements, including SendGrid’s bulk email capabilities to support larger-scale outreach campaigns.
Why This Matters for Your Workflow
Custom Branding: Moving beyond the limitations of Google Forms, Fillout gave the form a polished, branded look, creating a more engaging experience.
Centralized Data Management: Automating data collection and organization means less time spent on manual data entry, letting you focus on what truly matters.
Conditional Logic and Validation: These features ensured clean data from the start, reducing errors and creating a seamless experience.
Instant Communication: With automated follow-up emails, your clients and participants receive quick responses, enhancing their experience with your brand.
Scalable Email Solutions: The challenges with Gmail’s API led us to explore other email solutions like SendGrid, which may better handle high-frequency sends for future campaigns.
Empower Your Campaigns with Waybase studio
This project highlights how effective automation can free your team to focus on what really matters. At Waybase studio, we’re here to help you optimize your operations and streamline data workflows for maximum impact. Whether your next project is a good cause or a creative campaign, we have the tools to elevate your approach.
Contact us today to learn more about our tailored solutions for creative and event-driven organizations.
