Anonymised Care Provider - Staff ID Registration Automation

An end-to-end staff registration + unique Staff ID automation designed for an anonymised care provider workflow.

It demonstrates how to combine:

• Google Forms for staff registration input
• Google Sheets as the registration database / audit log
• Google Apps Script to generate and append a unique Staff ID (e.g., UQC12345)
• YAMM (Yet Another Mail Merge) to email each registrant their Staff ID
• IFTTT (optional) to send a push notification when a new row is added

Anonymisation note: “UQC” in this repo refers to Unidentified Quality Care (UQC) (Anonymised Care Provider).
Any screenshots are shared as implementation evidence; ensure all organisation identifiers and personal data are removed/redacted before public sharing.

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Why this matters

Care and frontline services often need fast, reliable onboarding workflows that:

• prevent duplicate IDs,
• reduce manual admin work,
• keep a clear audit trail,
• and maintain basic governance controls (access levels, minimum data exposure).

This automation shows a lightweight approach using common tools many teams already have.

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Solution overview (workflow)

1. Staff submits registration via Google Form
2. Form responses land in Google Sheets
3. Apps Script generates a unique ID and writes it into the “Staff ID” column
4. YAMM sends the Staff ID email only after the Staff ID field is populated
5. (Optional) IFTTT sends a mobile notification when a new row is added

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Key features

• Unique Staff ID generation (prefix + padded numeric suffix)
• Duplicate prevention using script properties as a lightweight key store
• Auto-append Staff ID to the last row of the response sheet
• Email delivery workflow that waits until Staff ID exists (reduces “blank ID” emails)
• Operational visibility via YAMM tracking
• Optional push alerts for new registrations

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Implementation evidence (screenshots)

See: assets/README.md

Click to expand: evidence index (filenames)

Apps Script (ID generation)

• AppScript_UQC_ID1.jpeg
• AppScript_UQC_ID(cont).jpeg

Registration input + data store

• UQC_StaffID_GoogleForms.jpeg
• UQC_StaffID_Data1(Anonymised).jpeg
• UQC_StaffID_Data2(Anonymised).jpeg

Email automation (YAMM)

• Template_Email_for YAMM_to_fetch_from.jpeg
• UQC_StaffID_Registration_System_NotificationRules_YAMM.jpeg
• UQC_StaffID_Registration_System_Tracking_Report_YAMM.jpeg

Optional notifications (IFTTT)

• IFTTT_Integration1.jpeg
• IFTTT_Integration2.jpeg
• IFTTT_Integration3.jpeg

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Data governance & privacy (what I intentionally did)

• Data minimisation: only capture essentials needed for onboarding and contact.
• Access control: keep edit access limited to authorised admins only.
• Redaction: shared screenshots are anonymised; no real staff identities should be exposed.
• Auditability: Google Sheet provides a timestamped log of registrations and ID issuance.

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How the Staff ID is generated (high level)

• Generate a random number
• Pad it to a fixed length (e.g., 5 digits)
• Prefix it (e.g., UQC)
• Check against stored keys to avoid duplicates
• Write the final Staff ID into the last row

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Repo contents

• /assets - screenshot evidence of the workflow
• /data - schema notes + guidance for creating anonymised sample data

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Roadmap (optional enhancements)

• Replace random ID with deterministic IDs (e.g., hash-based) for stronger uniqueness guarantees
• Add role-based access controls and approval steps
• Add error handling + admin alerts for failed ID generation or failed email sends
• Add automated logging to a separate audit sheet

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Author

Samuel Boadi Agyekum
Data Analytics & IT Security Management

• Portfolio: https://agyekumboadi.github.io/
• LinkedIn: https://www.linkedin.com/in/samuel-agyekum-388a82150

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Disclaimer

This repository is shared for portfolio demonstration and process-improvement evidence.
Do not upload real staff data. Use only anonymised examples and ensure compliance with your organisation’s policies and relevant data protection laws.