Case studies
Systems we’ve built for Canadian charities.
Every system is built around how the team already works, inside the tools they already use. Names are withheld for privacy, but every step is real.
Book a free assessment →Case study · Free tax clinic
A free tax clinic, run from one place.
A Canadian nonprofit runs a free tax clinic where volunteers help people file, many of them newcomers and families on low incomes. We replaced a spreadsheet and endless follow-up calls with one front door, one workspace for every volunteer and an impact dashboard.
3½-minute walkthrough · organization name withheld for privacy · season totals, Feb to May 2026
The problem
- Intake answers sat in a spreadsheet.
- Staff and volunteers emailed and called each person to book a time to file.
- Follow-up depended on whoever had time that week.
- Impact was counted by hand at the end of the season.
What we built
- One intake form in English, French and Arabic, with in person or video call.
- Staff assign each request to a volunteer in one step.
- Each volunteer sees only their own cases, from assigned to complete.
- Refunds and benefits are recorded on every case and add themselves up.
- A short client survey and a live impact dashboard for funders.
Results
Case study · Government-funded program
Managing a government contribution agreement, from one place.
Three organizations deliver one multi-million-dollar, multi-year entrepreneurship program under one government grant. We built one front door and one record for every participant, so the lead organization runs the whole program, start to finish.
2½-minute walkthrough · organization names withheld for privacy
The problem
- Each organization ran on its own systems.
- Partners shared updates through trackers and email.
- The lead team had no live view after a referral.
- Every funder report meant cross-checking three sets of records by hand.
What we built
- One record for each person, created once, in the lead organization’s own system.
- Routine steps move on their own; staff make the decisions.
- Partners see and update the people referred to them.
- Missing documents come in through private upload links, never by email.
- A morning summary for staff, and watchdogs that flag stalled steps.
Results
Case study · Volunteer management
Volunteer management, built for a team of 100+.
A charity runs a community food program, with meals, deliveries, events and team tasks done by a volunteer team of more than a hundred people. We built one record for every volunteer, from the day they apply to the day they move on.
4-minute walkthrough · organization name withheld for privacy
The problem
- Volunteer details lived in five trackers and about a dozen folders, each set up differently.
- Seeing where one person stood meant opening several files.
- Reference and police checks sat in folders and emails.
- Hours came from sign-in sheets that had to be added up later.
What we built
- One record per volunteer, with clear stages from applied to active to moved on.
- One click accepts an applicant, sends the interview invite and creates their profile.
- A getting-ready checklist with reference and police checks, and “ready” only when everything is clear.
- A shift board that shows the gaps, and QR sign-in and sign-out so hours count themselves.
- A top-volunteers board and approved hours for funder reports.
Results
Case study · Board governance
Board recruitment a part-time team can run.
A small nonprofit with a part-time executive director and a volunteer board had five board seats to fill. We built six steps from first application to a new director’s first board meeting, in their own Google account.
2-minute walkthrough · client name withheld for privacy
The problem
- Applications were scattered across inboxes.
- CVs and IDs were going around by email.
- The committee lives in different time zones.
- The board had to keep the final say on every appointment.
What we built
- New applications file themselves and alert the committee with only an application number.
- One checkbox sends each committee member a personal ballot.
- The board appoints, and the decision, date and minutes are recorded.
- Onboarding is tracked to the first board meeting.
Results
Case study · Organizational health check
From a health check to a clear to-do list.
A new Canadian housing nonprofit, only months old, was getting ready to apply for more than three million dollars in funding. We reviewed seven areas of the organization and turned what we found into a dashboard with a ranked to-do list the team could follow.
3-minute walkthrough · organization name withheld for privacy · demonstration data
The problem
- Funders asked for a board-approved budget, clear policies and grant tracking.
- Strong legal foundations, but the systems behind them weren’t in place yet.
- Too much depended on one role.
- Big funding applications were coming up fast.
What we built
- A short intake form plus the founding documents.
- A review of seven areas, from governance and finances to grants, people and records.
- Every finding backed by evidence and a confidence level.
- A dashboard showing each area at a glance and the three gaps to close first.
- A to-do list of 16 actions in four priority levels.
Results
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Let’s talk about your mission.
Every organization works differently, so every system we build is customized. We’re excited to hear how your team works and see how we can help.
