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Customer Relationship Management

Documentation
Tools
Invoice Generator Attendance Tool Timesheet Analyzer Content Review
Infrastructure
Media Archive CRM Student Portal

Project Status: Onboarding

Bringing team onto Coda after merging contact info from Apptivo and Mailchimp.

Project Overview

Goal

Implement a comprehensive CRM system to streamline participant management, event organization, and communication workflows.

Key Objectives

  • Centralize participant data and history
  • Automate registration and communication workflows
  • Improve reporting and analytics capabilities

Current Challenges

Data Fragmentation

Participant data spread across 50+ Google Sheets

Process Standardization

Different workflows for different regions

Platform Transition

Moving from Jotforms / Ninja Forms to Podia and from Apptivo to Coda

Data Migration Sequence

1

Phase 1: Basic Contact & Email Migration

Core Data Setup
Contact Migration
  • Export contact data from Apptivo
  • Export contact data from Mailchimp
  • Validate and deduplicate contacts
  • Import to Coda
Email System Migration
  • Export Mailchimp subscriber lists
  • Export email templates
  • Set up Podia email system
  • Import to Podia
2

Phase 2: Historical Data Migration

Historical Records
Event History Migration
  • Export Google Sheets attendance records
  • Clean up event registration records
  • Match registration records to Coda format
  • Import registration history to Coda
Payment History Migration
  • Collect payment records from all sources
  • Standardize transaction formats
  • Link transactions to Coda contacts
  • Import payment history

Next Steps

1

Data Preparation

Audit current data
Clean and standardize
Map to new structure
2

System Setup

Configure Coda
Test integrations
3

Implementation

Migrate data
Train team
Set up automations

Workflow Evolution

Current Google Sheets Workflow

JotForm

Registration Forms

Google Sheets Workbook

Final Registrations & Payments

Complete registration records

Registrations

New registrations from JotForm

Refunds_Sick or Withdrawn

Cancellation tracking

Staff

Staff assignments & details

Interested

Potential participants

Canceled

Canceled registrations

Participants' Healing Requests

Special requirements

Other Healing Requests

Additional requests

Current Limitations

  • No unified view of participant history across events
  • Manual data transfer and updates
  • Limited automation capabilities
  • Difficult to track participant journey
  • No built-in communication tools
  • Complex sheet management
Evolving To

New Workflow with Podia & Coda

Podia

Event Registration & Payments

Zapier

Integration & Automation

Coda CRM

Participant Database

Unified contact records

Event Management

Event-specific details

Registration Status

Dynamic status tracking

Communication Log

Interaction history

Special Requirements

Health & accommodation needs

Analytics Dashboard

Reports & insights

Key Benefits

  • Automated registration process
  • Centralized participant data
  • Complete participant history
  • Automated communications
  • Better reporting capabilities
  • Streamlined workflow

Coda CRM Structure

In Active Development

This CRM structure is currently in active development. Changes and improvements will continue to be made based on team feedback, operational requirements, and Coda best practices.

Entity Hierarchy

Coda CRM Structure Diagram

Contacts

Description

Central database for all contacts, including participants, staff, and partners.

Data Sources
  • Apptivo CRM
  • Mailchimp lists
  • Google Sheets
  • Podia customers
Board Links
  • Registrations
  • Mailings

Registrations

Description

Manages participant registrations, payment status, and special requirements for all events.

Data Sources
  • Podia registrations
  • Historical Google Sheets
  • Payment systems (Stripe/PayPal)
Board Links
  • Events + Trainings
  • Contacts

Mailings

Description

Tracks all event-related communications, including announcements, reminders, and follow-ups.

Data Sources
  • Mailchimp campaigns
  • Podia emails
  • Email templates
Board Links
  • Events + Trainings
  • Contacts

Website Listings

Description

Manages event listings on various platforms, including website, Podia, and partner sites.

Data Sources
  • Website CMS
  • Podia listings
  • Partner platforms
Board Links
  • Events + Trainings
  • Venues

Venues

Description

Manages venue information, contracts, and requirements for all event locations.

Data Sources
  • Venue contracts
  • Historical records
  • Contact database
Board Links
  • Events + Trainings
  • Website Listings

Offerings

Description

Master list of all offerings, including events and trainings. Serves as the parent board for all event-related data.

Data Sources
  • Manual entry
  • Historical event records
Board Links
  • Events + Trainings (Child board)

Events + Trainings

Description

Detailed management of individual events and trainings, including schedules, capacity, and status tracking.

Data Sources
  • Podia events
  • Google Calendar
  • Historical records
Board Links
  • Offerings (Parent board)
  • Registrations
  • Mailings
  • Website Listings
  • Venues

Data Integration Structure

Data Sources

Customer Data Sources

Apptivo

  • • Primary CRM data
  • • Contact information
  • • Event history
  • • Communication logs

Mailchimp

  • • Email subscriptions
  • • Contact preferences
  • • Unsubscribe status

Google Sheets

  • • Event registrations
  • • Participant details
  • • Special requirements
  • • Historical records

Financial Data Sources

Square

  • • Payment history
  • • Transaction details
  • • Billing information
  • • Refund data

PayPal

  • • Payment transactions
  • • Customer billing info
  • • Subscription data
  • • Refund history

Data Quality Rules

Deduplication Rules

  • Match on email address (primary)
  • Name + Phone number (secondary)
  • Address + Name (tertiary)

Transformation Rules

  • Standardize date formats to YYYY-MM-DD
  • Convert names to Title Case
  • Normalize phone number formats

Access Privileges & Data Types

Role-based Access Levels

System Administrators

  • • Full system access
  • • User management
  • • System configuration
  • • Access control management
  • • Audit log access

Finances

  • • Full financial access
  • • Payment processing
  • • Financial reporting
  • • Transaction management
  • • Billing oversight

Regional Coordinators

  • • View all participant data
  • • Edit training information
  • • Regional management
  • • Event coordination

Contractors

  • • No system access
  • • External support only

Data Classifications

Internal Use

Data Types:

  • • Training Schedules & Descriptions
  • • Staff Assignments & Roles
  • • Event Management Details
  • • General Communications
  • • Basic Participant Information
  • • Operational Documentation

Access Level:

  • • All authenticated staff
  • • Role-based permissions
  • • Standard security controls
  • • Basic audit logging

Restricted

Data Types:

  • • Financial Records & Transactions
  • • Payment Processing Details
  • • Health & Medical Information
  • • Sensitive Personal Data
  • • Confidential Communications
  • • System Security Settings

Access Level:

  • • Strict role-based access
  • • Enhanced authentication
  • • Comprehensive audit trails
  • • Encrypted storage & transfer

Access Control Matrix

Data Category System Administrator Finances Regional Coordinator Contractor
Participant Data Full Access Full Access Full Access No Access
Financial Records Full Access Full Access No Access No Access
System Settings Full Access No Access No Access No Access