The problem
Auto-enrolment duties have dates that matter, and a missed one can be a compliance problem for the client. If you add or change about 10 dates a month and each takes 7 minutes with reminders, that's 70 minutes a month.
What the AI does
Each date is recorded first in your payroll software or compliance diary, taken from the pension provider and The Pensions Regulator's guidance, with a second person checking it. A Google Sheet row (client code, the duty, the due date and a column showing the primary record is done and checked) then triggers a two-step Zapier automation that creates a Google Calendar event. The automation doesn't work out or check any date.
A worked example
A bureau in Norwich looks after pension duties for 20 clients. A payroll manager records re-enrolment and declaration dates in the payroll system and diary, a colleague checks them, and she then adds a sheet row that creates a backup event.
Before
7 minutes to enter each of 10 dates with reminders: 70 minutes a month
After
About 3 minutes to add a row and tick the check: 30 minutes a month
What it's worth
The value isn't monetary: a second prompt that helps stop a missed auto-enrolment date, not time saved. About 40 minutes a month saved (4 minutes x 10 dates) is worth around £20 if staff time is worth £30 an hour, but that is not the point. Zapier's Free plan allows two-step Zaps and 100 tasks a month. This assumes free Google accounts for Sheets, Calendar and Forms.
How to set it up
- Record every date first in your payroll software or compliance diary and have a colleague check it against the provider's and Regulator's guidance.
- Create a Google Sheet with client code, duty, due date and a 'primary record done and checked' column.
- In Zapier, start a Zap when a new row is added.
- Add one action: create a Google Calendar event on a shared calendar, with notifications set.
- Test with a dummy row, then review the sheet, calendar and primary record against each other weekly.
What goes wrong
- This is a backup. Auto-enrolment duties are tracked in your payroll system and diary, and a person checks them.
- Zapier can fail silently. Compare the sheet and calendar with the primary record every week.
- Use client codes, not names or employee names, in the sheet and calendar.
- Zapier's Free plan allows only two-step Zaps and 100 tasks a month; more steps need Pro at $19.99 (about £15) a month on annual billing.