Client Intake & Program Outcomes Tracker
A done-for-you nonprofit automation built for the Program Manager, connecting Jotform, Calendly, and Airtable so the work below happens on its own.
What this automation does, step by step
When a new client enrolls in a program, their intake form data automatically creates a client record in the case management system, assigns a case worker, generates an initial service plan template, and schedules the first check-in appointment.
As clients progress through the program, milestone outcomes are logged via a simple mobile form by the case worker and compiled automatically into a program-level outcomes report for funders and leadership, replacing the manual data entry and spreadsheet compilation that typically takes weeks at the end of a reporting period.
- Case management software (e.g., Apricot by Bonterra or Salesforce Nonprofit)
- Jotform (intake and milestone forms)
- Zapier or Make.com
- Google Sheets or Airtable (outcomes dashboard)
- Calendly (case worker scheduling)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Left unautomated, a program manager spends hours on the parts of this job that don't require judgment: copying data, sending reminders, and tracking status by hand. It rarely feels urgent in the moment, but it adds up fast.
With this automation
- Daily and weekly digests delivered automatically
- Threshold alerts when a key number moves
- Dashboards fed directly from your systems
- Client and owner reports assembled without copy and paste
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