Cooperation at a Glance
| Challenge | The Gapps Solution |
The Result |
|
monday.com was used for event production and partnership management. After acquisitions, multiple systems existed, and data management required a more unified model. |
Gapps integrated monday.com and the CRM using Make.com and supported the deployment of AI features. |
A unified system architecture in which data flows smoothly between platforms, and AI automates manual tasks. |
A Unified Platform for Growth and System Management
Professio Group adopted monday.com about 2.5 years ago, initially piloting it for event production and partnership management. The choice was driven by the platform's ease of use and adaptability.
We wanted a system that was flexible and easily scalable. monday.com offered exactly that: a platform we could develop and integrate according to our needs."
- Pauliina Lautanen-Nissi, Chief Operating Officer, Professio Group.
The situation evolved rapidly as the company grew through acquisitions. Professio welcomed MIF and Tieturi into the group, significantly expanding their training business and increasing system complexity. At the same time, the volume of training sessions nearly doubled.
As a result, a broader system audit was launched. The key goals were to ensure:
- Data is high-quality and easily manageable.
- Systems work seamlessly together.
- The organization is ready to leverage AI in the future.
"We wanted to build an ecosystem where data is nurtured, and systems support the use of AI. This was a vital strategic direction for us," Lautanen-Nissi explains.
Integrations Created the Foundation for Fluid Data Use
When the decision was made to expand monday.com’s role, a partner was needed to build integrations and support platform development.
Gapps joined the project to implement the integration between monday.com and the CRM systems using the Make.com platform. The goal was to ensure seamless data flow between systems and significantly reduce manual work.
At the same time, monday.com's role expanded to a core tool for product management and training delivery, and as a comprehensive database for speakers and trainers. Thanks to these integrations and automations, information now moves efficiently across the ecosystem, unlocking the potential for much broader data utilization.
When the foundation is built well, experts can focus on their core substance. Time is no longer wasted navigating between systems or manually processing data,"
- Pauliina Lautanen-Nissi, Chief Operating Officer, Professio Group.
AI Automates Routines and Supports Decision-Making
A significant part of the development has involved leveraging monday.com's native AI features.
We wanted to support Professio’s AI readiness and build a foundation for how AI can be utilized in daily work. We talk with our customers daily about how organizations can prepare for the AI era and adopt new tools in a controlled, secure way,"says Lauri Matikainen, Customer Success Manager, who was heavily involved in the project.
At Professio, AI is used for:
- Automated filling of data fields
- Automating reporting
- Consolidating data from different systems
AI features automatically populate data fields in monday.com boards, significantly reducing manual work. At Professio, AI development is also being actively pursued at the organizational level; the company has even hired a dedicated AI Manager to spearhead implementation and identify new opportunities for its use.
monday.com's AI reporting has proven to be extremely beneficial for us. We can easily gather critical information and form a comprehensive overview of our business operations much faster than before,” Lautanen-Nissi explains
One concrete example is a media monitoring tool built directly on the monday.com platform. It allows the organization to track industry discussions and identify emerging topics and trends in real-time.
Furthermore, monday.com enables the creation of customized views for different roles and stakeholders. This is vital for an organization managing thousands of training sessions, events, and projects.
“We handle nearly 2,000 training sessions and seminars. It’s essential that everyone sees only the information relevant to their specific role. It makes daily life clearer and work management much easier,” says Lautanen-Nissi.
“Well-structured data also supports the daily well-being of the work community. 'This also creates psychological safety within the team. When your work is under control and information is easy to find, everyday tasks feel much more manageable,” she continues.
Solution-Oriented Partnership with Gapps
From the very beginning, Professio recognized the importance of building a system architecture that enables different tools to work together seamlessly.
“We decided from the start to move forward with partners. Our goal was to find the best tools for specific purposes and the right experts to implement them. One single system doesn't solve everything; instead, the whole is created through well-executed integrations,” Lautanen-Nissi explains.
Gapps was chosen as the partner specifically for their integration expertise and proactive approach.
The project did not follow a traditional waterfall model. Instead, solutions were developed iteratively based on practical, real-world needs. This enabled rapid progress and ensured that integrations functioned smoothly within the broader system ecosystem.
In development projects, situations always arise that you can't fully predict. The most important thing is to react quickly and find a solution. With Gapps, this worked exceptionally well”, Says Lautanen-Nissi.
A Unified System Eliminates Unnecessary Work
The new system architecture has created a solid foundation for data management and AI utilization. While the project's long-term impact will be measured more precisely later, the initial experiences have been extremely positive.
Key benefits include:
- A unified system architecture for managing diverse business functions.
- Reduction in manual work through automations and AI features.
- Improved data quality and information accessibility.
We are very pleased that we can manage the entire entity within a single system. When technologies work together seamlessly, the overall flow of work improves," says Lautanen-Nissi.
At Professio, the use of AI will continue to be actively developed. The goal is to deploy AI solutions even more extensively, both within the monday.com platform and other systems.
"We want to utilize AI more and more in our daily work. Our goal is for our experts to focus on what they do best—developing our customers' expertise. AI tools provide strong support for this," Lautanen-Nissi explains.
Introducing: Professio Group
Professio Group is a leading company in the education and events industry, helping professionals and organizations develop their skills and competitiveness.
The company organizes approximately 600 training sessions and over 100 events annually, serving as a meeting point for thousands of experts and partners across various fields.
Over the years, Professio Group has grown into one of Finland's most significant players in the sector. At the core of the company’s operations are high-quality content and deep expertise in professional development.
