The challenge
Frontline staff spent about five minutes on every case note, clicking through Salesforce screens between meetings with participants. With roughly 2,000 notes a month, documentation ate time meant for participants, and only 54% of case notes were completed on time. Compliance matters: it drives funder reporting and audits.
What I built
A custom AI assistant that staff talk to the way they'd talk to a colleague. "Log a case note for Michael, we met about his job search." It writes the note, placement, or verification straight into Salesforce, shows exactly what it will save, and asks for confirmation first.
Beyond data entry, it:
- Runs any report by querying Salesforce in plain English
- Gives each staff member a morning briefing of tasks, alerts, and upcoming milestones
- Gives directors team-wide views of compliance, retention, and site goals
- Prepares participants for job interviews and builds resumes
- Handles Outlook, calendar, and file search through Microsoft 365
- Works on the web, as a desktop app, and by voice
Results
- Case notes went from about 5 minutes to about 20 seconds
- Case note compliance rose from 54% to over 90%
- 76% of staff use it voluntarily
- About 1,400 staff hours a year returned to working with participants (conservative: assumes ~76% of 2,000 monthly notes go through the assistant)