The challenge
One site ran its entire pre-enrollment process out of a 38-tab spreadsheet that was really a CRM in disguise. Every interest form was re-typed into it by hand each morning, which took well over an hour, and the same young person was often entered two to four times. Staff scanned birthdays manually to see who had become eligible, assigned participants in the sheet and then again in Salesforce, and worked from a single shared file full of version conflicts and broken formulas.
What I built
A mobile-friendly app on top of Salesforce that made the CRM the single source of truth:
- Interest forms write straight to Salesforce, and new people appear on a live waitlist automatically
- Eligibility updates on its own as participants age in, so nobody has to scan birthdays
- One-click assignment to a specialist, with a caseload view showing who has capacity
- Built-in outreach messages tailored by age group, with tracking so nobody is missed or contacted twice
- Searchable directories for schools, employers, events, and trainings, with clean dropdowns instead of free text
- Microsoft sign-in, with each director seeing only their own site's data
Results
- Daily re-typing eliminated: data is entered once and lands in Salesforce
- Much faster assignment of new participants to specialists
- Nobody falls through the cracks between interest form and enrollment
- Used daily by the site's 5-person team, on desktop and phone