This is what we do
FAQ
K2A wanted to automate a recurring internal process related to kitchen duties while creating a solution that was fair, flexible, and easy for employees to use. Using Power Automate, Rehngruppen developed Rehngruppen interconnected workflows that automatically generate schedules, send confirmations, create calendar bookings, and handle cancellations. The result is a self-managing solution that reduces administrative work and saves time in day-to-day operations.
Automate your reportsLearn more about our Office templates
K2A Knaust & Andersson Fastigheter is a Swedish real estate company that develops, owns, and manages sustainable rental and student housing. With a focus on long-term sustainability, wood construction, and environmentally certified properties, the company operates in several of Sweden’s university towns and is one of the country’s leading providers of student housing.
Construction and Real Estate
50
We already had an established partnership with K2A regarding annual reports, among other things. When K2A began exploring the possibilities of SharePoint and Power Automate, the idea arose to streamline a recurring internal process. What initially started as a way to automate the assignment of kitchen duties quickly evolved into a larger vision: a solution that could plan, communicate, and manage the task entirely on its own, without any manual intervention.
K2A wanted to create a process that was simple for employees but also fair, flexible, and self-managing. The goal was for schedules to be generated automatically, for the people in charge to receive clear information, and for everything to be visible directly in the Outlook calendar. To ensure the solution worked in practice, we first built an internal prototype. Using our expertise in the Power Platform, we then developed an intelligent workflow that takes into account sick leave, vacation, and previous assignments. Employees can easily decline assignments when needed, while the system automatically finds new candidates and ensures that responsibilities are distributed as evenly as possible.
To achieve the desired level of automation, we created not one but four interconnected workflows. One generates schedules several weeks in advance, one sends confirmation emails, one creates calendar appointments in Outlook, and one handles any cancellations. Behind the scenes, the logic works continuously to select people who have most recently been responsible and, at the same time, vary the composition of work pairs. The result is a solution that handles administration automatically and requires minimal manual work.
The result was an automated solution that saves time, reduces administrative work, and ensures that nothing falls through the cracks. K2A no longer needs to create schedules manually, send reminders, or follow up on changes. Employees receive all information directly in their inbox and Outlook calendar, while the workflows continue to run in the background. The only thing left to do manually is to add new people to the system—something that can also be automated in the next step. A small, everyday process that now runs entirely on its own.
K2A wanted to automate a recurring internal process related to kitchen duties while creating a solution that was fair, flexible, and easy for employees to use. Using Power Automate, Rehngruppen developed Rehngruppen interconnected workflows that automatically generate schedules, send confirmations, create calendar bookings, and handle cancellations. The result is a self-managing solution that reduces administrative work and saves time in day-to-day operations.
K2A wanted to create a process that was simple for employees but also fair, flexible, and self-managing. The goal was for schedules to be generated automatically, for the people in charge to receive clear information, and for everything to be visible directly in the Outlook calendar. To ensure the solution worked in practice, we first built an internal prototype. Using our expertise in the Power Platform, we then developed an intelligent workflow that takes into account sick leave, vacation, and previous assignments. Employees can easily decline assignments when needed, while the system automatically finds new candidates and ensures that responsibilities are distributed as evenly as possible.
To achieve the desired level of automation, we created not one but four interconnected workflows. One generates schedules several weeks in advance, one sends confirmation emails, one creates calendar appointments in Outlook, and one handles any cancellations. Behind the scenes, the logic works continuously to select people who have most recently been responsible and, at the same time, vary the composition of work pairs. The result is a solution that handles administration automatically and requires minimal manual work.
The result was an automated solution that saves time, reduces administrative work, and ensures that nothing falls through the cracks. K2A no longer needs to create schedules manually, send reminders, or follow up on changes. Employees receive all information directly in their inbox and Outlook calendar, while the workflows continue to run in the background. The only thing left to do manually is to add new people to the system—something that can also be automated in the next step. A small, everyday process that now runs entirely on its own.
