Executive Summary
Client: Dare Network
Industry: Performance Marketing & SEO Agency
As Dare Network's project load grew, overdue work was becoming difficult to manage across multiple teams and client accounts. The operations head had to review task lists and message employees individually every day, yet tasks were still missed and client delivery dates were affected.
TEKMO AI built a scheduled accountability workflow that identifies every overdue task, matches it to the responsible employee and sends a private Slack reminder each morning. The system removes the manual chase while keeping ownership clear.
The Challenge
Zoho Projects was the source of truth for delivery, but it did not automatically bring overdue work to the right person's attention. Managers had to inspect projects, compile task lists and contact employees one by one. Because this process was manual, some tasks were overlooked, leading to late deliverables and inconsistent company performance.
The technical constraint was equally important: Zoho Projects does not provide one clean API endpoint for retrieving all overdue tasks across every project.
The Solution
TEKMO AI combined a Zoho Projects custom view with n8n, JavaScript and Slack. The custom view consolidates overdue work across all projects, while the automation separates the tasks, resolves ownership and routes each reminder privately.
This approach works around the API limitation without introducing another task-management platform or changing how the team already works.
How It Works
- The workflow runs automatically every working morning at 9:45 AM.
- An HTTP request retrieves the consolidated overdue-task custom view from Zoho Projects.
- Each task is separated and structured with its name, due date, project and owner's email address.
- A JavaScript lookup normalizes the email and maps it to the employee's Slack user ID.
- The employee receives a direct message containing only their own overdue work and how late each task is.
- Unmatched users are flagged for review rather than silently dropping the reminder.
An in-memory Slack ID map avoids a separate lookup request for every task, keeping the workflow fast and reducing failure points.
Business Results
- The operations head no longer has to compile lists and message every employee individually each morning.
- Employees begin the day with a clear, private view of the work requiring immediate action.
- Fewer tasks are missed, helping teams complete work on time and reducing late client delivery.
- Accountability is built into the daily operating rhythm instead of depending on repeated manager intervention.
- The workflow has run consistently across working days without requiring manual activation.
By removing a repetitive management burden and making overdue work visible at the right moment, the system supports stronger team efficiency and more reliable client delivery.
Technology
n8n, Zoho Projects API, JavaScript and Slack.
