Built a Connected Student and Partner Ecosystem for 2x Team Efficiency and 70% Faster Decision-Making

The Obstacles Faced By CCA

CCA’s dedication to serving caregivers was clear, but their tools had not kept pace with the scale of their programs. As enrollment grew and partnerships expanded, staff found themselves spending more time wrestling with processes than supporting people.

• Disconnected systems limited their ability to see the full picture of program outcomes.
• Manual processes for screening, enrollment, and tracking created heavy administrative workloads.
• Fragmented data slowed reporting and made funder updates more complex than they needed to be.

CCA’s mission was growing, but their systems needed to grow with it in order to sustain impact.

Here’s How We Did It:

The first step was choosing the right platform for CCA’s needs. Salesforce Sales Cloud and Experience Cloud were the right fit because they could unify enrollment, student engagement, and partner collaboration on a single platform. These tools allowed us to create a connected ecosystem instead of layering more complexity onto what CCA already had.

With that foundation in place, we began reshaping the student journey. Eligibility checks, enrollment, scheduling, reminders, and assessments moved from spreadsheets and PDFs into automated workflows. What once demanded hours of staff time became seamless and efficient, giving the team space to focus on students.

Connection was just as important as efficiency. Experience Cloud portals gave students and employer partners a dedicated hub where they could track progress, share updates, and stay engaged. For the first time, CCA had a shared digital space that truly reflected the community they serve.

We also made sure that the past was not lost in the transition. Legacy data was cleansed, migrated, and secured in Salesforce, with role-based permissions ensuring sensitive information was protected but accessible to the right people.

With the implementation and launch in place, we kicked off Phase 2 - long-term optimization

And the work did not stop at launch. Through our Managed Services partnership, we kept evolving the system alongside CCA’s programs:

• Automated eligibility checks for Skilled Nursing candidates replaced a manual bottleneck.
• Configurable stipend management created fairness, accuracy, and auditable tracking of support.
• Enhanced vendor portals gave partners control over facility records and reimbursements.
• Dynamic dashboards turned static reports into live insights for leadership.

Solutions Used

• Outreach Turf Cutting (Custom LWC) Built a turf-cutting page for the Outreach team to filter and select caregivers from the pool based on defined criteria. Selected caregivers are tagged to a specific Outreach team member to complete assessment steps before class enrollment.
• Class Management Page (Custom LWC) Delivered a class-level 360 view for Program teams, including enrolled learners, engagement stats, certificate status, and stipend disbursement status in one workspace.
• Automated Class Roster and Attendance Creation (Apex + Flows) Enabled one-click roster and attendance generation. Salesforce creates class rosters based on dates and schedules, then generates attendance records for each active enrollment using Apex and Flow automation.
• Custom Class Calendar for Program Admins Created a dedicated class calendar experience so Program Admins can view schedules and manage sessions without bouncing between records.
• CSV Data Loader and Record Matcher (Apex + LWC) Built a templated CSV upload tool that matches caregivers to existing employers and union reports, and creates new caregiver records when they do not exist in Salesforce.
• Third-Party App Integrations Integrated FormAssembly for form capture tied to Salesforce records, SMS360 for in-app messaging with a dedicated chat window, and DocVaz to categorize files and attachments under each caregiver.
• Automated Communications (Flows + Email Alerts) Implemented automated reminders and notifications including certification reminders, welcome emails, and ongoing program communications.
• Certificate Generation Tool (LWC + Visualforce + CSS) Built a certificate generation tool that creates caregiver certificates automatically based on the program selected, using program-specific certificate templates.

Transformation In Motion

Absolutely. Here’s a storytelling rewrite of “Transformation in Motion” that mirrors the depth and tone of the “How We Did It” section:

FThe changes were felt almost immediately. Staff who once spent hours wrestling with spreadsheets now pulled up reports in minutes. What used to be a scramble to track attendance, eligibility, or assessments became a smooth flow of information across the system.

For students and partners, the shift was just as significant. Portals became the front door to CCA. Instead of phone calls, emails, or paper trails, caregivers could log in to track their progress, while partners could see program data and manage records in one place. Adoption was total — every student and every partner embraced the portal, proof that the experience was simpler and more empowering.

Leadership, too, saw the difference as they gained 95% visibility into program data. Dashboards gave them clarity they had never had before. Instead of piecing together fragmented reports, they could track program outcomes, grant KPIs, and student progress in near real time. This visibility meant strategic decisions that once took weeks of waiting could now be made in days, sometimes even hours.

Most importantly, the technology gave CCA back what mattered most: time and confidence. With team efficiency doubled and decision-making accelerated by 70 percent, staff could focus less on fixing data and more on advancing programs that change lives.

CCA shifted from chasing spreadsheets to leading with insight. Their staff could now spend less time on paperwork and more time building the programs that transform lives.