Who we work with
FROM SPREADSHEETS TO DAILY RECORDS
Violence prevention and intervention programs
Local teams working with people where they live.
Youth development programs
Teams running workshops, mentoring and after-school programs.
City offices that fund safety partners
Agencies that report on each program they fund.
Sound familiar?
Outreach workers keep their notes on their phones.
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Three partners run workshops and track attendance three ways.
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Grant renewals ask what changed, and the answer is in five spreadsheets.
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Paper sign-up sheets pile up after every event.
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How this fits the work you already do
Community safety work already has a shape. Someone is referred or an outreach worker makes contact. They get signed up for a workshop or a mentoring program. Sessions happen. A partner gets a referral. Someone has to know who is still participating and what the funder report will say.
That work often runs across separate sign-up sheets, phone notes and spreadsheets, even when it's the same young person. We fit in under those steps: one participant record for intake, notes, referrals and documents, so staff aren't keeping a second list just to run the program. When partners run the same program differently, the process gets written down so it doesn't leave with whoever built it.
A CASE SOMEONE ELSE CAN PICK UP
Use cases
The same person is on three lists
Three partners each keep their own roster for a violence prevention or youth program. The same person shows up on more than one list, and nobody has the full picture. With one shared record, staff in each program see the same history and don't start over.
Help stops when the program ends
A workshop series wraps up, and follow-up stops with it. The next organization starts from scratch. When notes and next steps stay on the record, the next partner can see what already happened and pick up from there.
SUPPORT THAT CARRIES FORWARD
ONE RECORD ACROSS PARTNERS
FROM SIGN-UP SHEETS TO DAILY RECORDS
Attendance lives on paper and in spreadsheets
After every event, paper sign-up sheets get stacked or typed into a spreadsheet. It works until a sheet goes missing, two people edit it at once, or the person who built the spreadsheet leaves. When enrollments and attendance are recorded as they happen, staff don't have to maintain a second list just to know who came and what to report.
NUMBERS THAT COME FROM THE WORK
Grant time means rebuilding the numbers
A grant renewal asks what changed this year. The answer is spread across partner spreadsheets, each in a different format. When participation is recorded along the way, the report comes from the same records staff already use.
A NOTE SOMEONE ELSE CAN PICK UP
A worker needs a release or an application that was signed last month. It lives in a filing cabinet at another office, so they ask the client to sign again or drive over to copy it. When documents sit with the participant record, the next person who needs them can find them without starting over.
The last contact is on someone's phone
An outreach worker is out, and their notes live on their phone. The person covering has to wait or guess what happened last. When contacts are written in the record, not on a personal phone, another staff member can see the last conversation and what still needs to happen.
THE SAME PROCESS AT EVERY SITE
Each partner runs the program differently
Two partners run the same program in different ways, and it changes whenever someone leaves. We document how outreach, enrollment and follow-up should work, so new staff can follow the same steps.