From Spreadsheet Chaos to Nonprofit OS
How a growing nonprofit scaled to 5,000+ services with integrated operations
[CLIENT]
HigherSelf is a nonprofit serving underserved communities with wellness services, mentorship, and resource connection across multiple cities.
[CHALLENGE]
Scale operations from 2 cities to 5 while maintaining quality and volunteer satisfaction.
[TIMELINE]
4 months
HigherSelf was drowning in spreadsheets - 6 different Google Sheets for tracking volunteers, services, grants, and impact metrics.
- !Managing 15+ volunteers through 6 spreadsheets
- !No centralized way to track service delivery
- !Grant reporting required days of manual data compilation
- !Volunteer communication was scattered across email, text, and Slack
- !No visibility into which programs were most impactful
We designed a custom Nonprofit OS that unifies volunteer management, service tracking, and impact reporting in one system.
- HubSpot CRM for donor and volunteer relationship management
- Airtable for service tracking and program management
- Zapier automation for data sync between systems
- Custom volunteer portal for scheduling and hours logging
- Automated grant reporting with real-time impact dashboards
Phase 1: Data Consolidation
Migrate all spreadsheets to unified Airtable base
Phase 2: CRM Setup
Implement HubSpot for donor and volunteer management
Phase 3: Automation
Connect systems with Zapier workflows
Phase 4: Volunteer Portal
Custom portal for volunteer self-service
HigherSelf successfully expanded to 5 cities while reducing administrative burden and improving volunteer retention.
“Before, grant reporting took a full week. Now I generate comprehensive impact reports with one click. We can finally focus on the work that matters.”
- Donor management portal with recurring giving
- Program impact visualization dashboard
- Integration with city social services databases
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