Client Application Metrics and Dashboard Automation

The team responsible for applying for jobs on behalf of clients.

The team that handles client communication, questions, and concerns.

A tool used by application analysts and clients to monitor applications.

A file where all application trackers are compiled for each client.

A tool for monitoring metrics of different teams (e.g., applications, jobs).

The dashboard aims to provide an overview of client application progress, allowing for insights into client satisfaction, team performance, and job application rates.

The application tracker relies on manual input for status updates and job application counts, which can be time-consuming and prone to errors.

Apps Script automates counting applied jobs and calculating metrics, providing faster and more accurate data for the dashboard.

Examples include: number of clients with no applications, number of jobs applied per day, client satisfaction score (optional), team performance metrics (optional).

Looker Studio is chosen for its strong dashboarding capabilities, unlike Google Sheets which is primarily a spreadsheet tool.

To visualize and analyze job application data for each client, providing insights into application trends, client status, and team performance.

To efficiently manage a large volume of job applications (thousands) across a significant client base (hundreds).

The number of applications submitted per hour.

To show the efficiency of the application team, aiming to increase the rate for improved application throughput.

To streamline the application process, freeing up the application team to focus on applying for jobs instead of manual notifications.

Whatsapp group chat, chosen for its speed and familiarity.

"Hubstuff" is a tool used for managing client data and applications, involving features like BigQuery and query management.

BigQuery is a cloud-based data warehousing service offered by Google Cloud Platform that enables scalable, high-performance data analysis.

The "All Clients Latest" query compiles data from individual client queries into a single, master query.

The "Combined Data" query aggregates data from multiple sources or time periods into a single view.

It's a file containing the results of the "All Clients Latest" query, providing a list of all jobs received.

It's a tool used by application analysts and clients to monitor the status and progress of applications.

It's a system for saving and managing different versions of queries, allowing users to revert to previous versions if needed.

It's a section in the tracker data file where all the queries used for finding job applications are saved.

A score calculated by AI that indicates how relevant a job is to a client's search criteria. A higher score means the job is more relevant.

Specific criteria in a client's filters that, when met by a job, increase its match score.

Specific criteria in a client's filters that, when met by a job, decrease its match score.

The match score helps clients prioritize jobs, allowing them to focus on the most relevant ones and quickly identify those to reject.

The data is loaded through a script that runs in a virtual machine. It pulls the data from the GCS bucket and then prepares it for BigQuery.

They are responsible for managing and updating client queries, including adding new clients and modifying existing ones.

A yellow highlight on a client query in the tracker means that the query has been updated and needs to be reflected in the BigQuery database.

A red highlight on a client query indicates that the client has cancelled their service and their data needs to be removed from the BigQuery database.

The 'All Clients Latest' table contains the most up-to-date search queries for all clients. Each row in this table corresponds to a client and their query.

The 'All Clients Status' tab is a central hub for tracking all client queries, whether they are active or cancelled.

Manually typing client IDs or queries can lead to errors, especially for long or complicated queries. Copy-pasting ensures accuracy and saves time.

If a client's query is missing from the 'All Clients Latest' table, it signifies a new client. In this case, add their query and details at the bottom of the table.

When adding a new client's query, include their name (as the client ID), and paste their query at the bottom of the table.

To update a client's query, find their corresponding row in the 'All Clients Latest' table. Copy-paste their updated query into the table and remove the yellow highlight.

The tracker team updates client query information every Tuesday, Thursday, and Saturday. Therefore, maintaining the 'All Clients Latest' table is a regular task done on these days.

To ensure accurate and up-to-date client query information, it's essential to be online every Tuesday, Thursday, and Saturday to update the 'All Clients Latest' table with the latest client data.

The three main teams are the Tracker Development team, the Application team, and the Customer Support team. Each team has specific roles and responsibilities in the client application process.

The Tracker Development team compiles and extracts job data from the database. They are responsible for creating and managing client application trackers.

The application tracker is a tool that both application analysts and clients can use to monitor the progress of job applications.

The Client Intake Form is a file that contains all the application trackers for each client. It's a central location to access and monitor application data for various clients.

The dashboard is a tool for monitoring the performance of each team involved in the application process. It visualizes key metrics like job application rates, client satisfaction, and team performance.

The dashboard aims to provide an overview of client application progress, including client satisfaction, team performance, and job application rates.

Apps Script automates counting applied jobs and calculating metrics, providing faster and more accurate data for the dashboard, unlike manual input which is time-consuming and prone to errors.

Looker Studio is used for visually representing collected data, providing insights into application trends, client status, and team performance. It's preferred over tools like Google Sheets because it's a dedicated dashboarding tool.

A key performance indicator (KPI) for the application team is the number of applications submitted per hour. This measure reflects the efficiency and effectiveness of the team in pursuing new opportunities.

The dashboard aims to give an overview of each client's application progress, helping analyze client satisfaction, team performance, and application rates.

The application team is measured by how many applications they send out per hour. This shows how efficient they are.

Automating notifications frees up the application team to focus on applying for jobs instead of manually updating clients.

The company uses Whatsapp group chat for quick and easy communication with both clients and the team.

The table keeps track of the latest search queries of all clients, ensuring the tracker team has the most up-to-date information.

Version control is a system that keeps track of different versions of queries, allowing users to revert to previous versions if needed.

The 'All Clients Latest' table contains the most up-to-date search queries for all clients, making it crucial for managing client information.

The dashboard serves as a visual tool to monitor the performance of each team involved in the application process, visualizing key metrics like job application rates, client satisfaction, and team performance.

Copy-pasting client IDs and queries ensures accuracy and prevents errors that can occur when typing manually. It saves time and effort.

When a client's query is missing from the 'All Clients Latest' table, it signifies a new client. You need to add their query and details at the bottom of the table.

To update a client's query, find their corresponding row in the 'All Clients Latest' table. Replace the existing query with their updated version and remove the yellow highlight.

The tracker team updates client query information every Tuesday, Thursday, and Saturday. Therefore, maintaining the 'All Clients Latest' table is a regular task done on these days.

To ensure accurate and up-to-date client query information, it's essential to be online every Tuesday, Thursday, and Saturday to update the 'All Clients Latest' table with the latest client data.

The three main teams involved are the Tracker Development team, the Application team, and the Customer Support team. Each team plays a vital role in managing client applications.

The dashboard provides an overview of application progress, client satisfaction, team performance, and key metrics, helping to monitor the application process effectively.

Apps Script automates the process of counting applied jobs and calculating metrics, providing faster and more accurate data for the dashboard compared to manual input.

The workflow utilizes three separate browser windows: VM Instances for managing virtual machines, BigQuery for data warehousing, and Cloud Functions for serverless execution.

The script loads data from a JSON file into a BigQuery table, enabling data analysis and insights.

This query processes new data added to BigQuery related to client information and job applications.

Clearing data prevents duplication and ensures accurate data in spreadsheets, avoiding inconsistencies with BigQuery.

This function exports data from BigQuery to Google Sheets, enabling users to view results in a spreadsheet format.

This Python script calculates AI match scores for job applications, helping clients prioritize relevant opportunities based on their search criteria.

This command continuously monitors and displays the latest log files, showing the progress of the AI matching process.

The SSH terminal provides a secure way to access and interact with the virtual machine, allowing users to run scripts and manage files.

Each step builds upon the previous one: data is loaded, processed, exported, and then further analyzed. Maintaining this order ensures a smooth and accurate workflow.

Screen sessions allow you to detach a running process from the SSH terminal, ensuring it continues running even if your connection is interrupted.