Nonprofit / Education
Replacing Google Sheets for a Growing Mentorship Program
A structured Smartsheet system for mentor tracking, cohort management, and program reporting, replacing a sprawl of Google Sheets.
The challenge
Program staff tracked mentors, mentees, and cohorts across several Google Sheets that were copied each term. Matching was manual, reporting was rebuilt by hand for every board update, and no one could answer basic questions about participation history.
What we did
- Defined one authoritative record for mentors, mentees, and cohorts
- Built structured intake forms with controlled dropdowns for applications
- Automated status movement, reminders, and cohort assignment
- Created a program dashboard for participation, matching, and completion metrics
The outcome
- Cohort setup moved from a manual copy-and-clean exercise to a repeatable process
- Board reporting is produced from a live dashboard instead of rebuilt each term
- Participation history is retained across cohorts rather than lost in duplicated files
Healthcare / Behavioral Health
Redesigning a Behavioral Health Compliance System
A multi-sheet Smartsheet environment supporting intake, consultation tracking, treatment, and compliance oversight, restructured for an organization with under 100 staff.
The challenge
What began as a handful of operational trackers had grown into an interconnected environment where compliance oversight depended on sheets nobody fully owned. Permissions were inconsistent and leadership did not trust the reporting.
What we did
- Audited every sheet, report, and automation, then retired unused assets
- Rebuilt the data model so intake, consultations, and compliance each had one home
- Standardized permissions at the workspace level with restricted stakeholder views
- Rebuilt compliance reporting on clean, validated source data
The outcome
- A documented environment that staff can maintain without consultant intervention
- Compliance oversight reporting leadership is willing to act on
- Clear ownership and permissions across every part of the system
Agriculture / Financial Services
Standardizing Operations Across Multiple Teams
A connected multi-team Smartsheet system with shared data, cross-team reporting, and executive dashboards.
The challenge
Individual teams had each built their own Smartsheet workflows. The structures were incompatible, so leadership had no consolidated view and every roll-up required manual reconciliation.
What we did
- Designed a shared data architecture across departmental workflows
- Built 2–5 connected workflows on a common structure and naming convention
- Delivered executive dashboards fed by cross-team reports
- Ran adoption sessions and documented admin ownership per team
The outcome
- One consolidated leadership view across departments
- Consistent structure that new teams can adopt without a new build
- Manual reconciliation removed from the reporting cycle
