Replacing spreadsheets with a centralized system for facilitator and program tracking
This project focused on replacing spreadsheet-based tracking with a centralized Salesforce system for managing facilitators and programs. The goal was to improve reporting, track certifications across multiple programs, and provide a complete view of facilitator activity.
Define the Structure
- Identified key data points from existing reports and workflows
- Selected a flexible data model that could support facilitator and program tracking
- Structured the system to reflect facilitator training and program activity
Build the System
- Configured Salesforce to track certifications, training tracks, and class activity
- Imported and mapped existing spreadsheet data
- Created reports and dashboards to replace manual reporting
Support Ongoing Use
- Implemented automation using Flows to reduce manual work
- Integrated Moodle with Salesforce using Zapier for registration data
- Expanded the system over time as program needs evolved
Refine
Challenge
Facilitator data was being managed across spreadsheets that had grown to hundreds of records. As the program expanded, it became difficult to:
- Maintain consistency across multiple training tracks
- Identify facilitators certified in more than one curriculum
- Track where classes were being led
- Produce reliable reports for leadership
Additionally, data for different programs was stored separately, making it hard to see a complete picture of each facilitator’s involvement.
Insight
The issue wasn’t just scale, it was fragmentation. Key program data was:
- Stored in multiple places
- Structured differently across tracks
- Difficult to connect for reporting
A centralized system wasn’t just about storage, it needed to reflect how facilitators were trained, certified, and actively leading programs.
Solution
A new Salesforce instance was implemented using a flexible, education-focused data model, selected as the closest fit and customized to support facilitator and program tracking.
- Replaced spreadsheets with a structured data model aligned to real-world program needs
- Designed fields and relationships to track certifications, training tracks, and active program involvement
- Imported existing data with minimal cleanup and mapped it into the new system
- Built reports and dashboards to replace manual quarterly reporting
- Implemented automation using Salesforce Flows to reduce manual data entry
- Integrated Moodle with Salesforce using Zapier to automatically capture registration data
The system was built rapidly and put into use immediately, with enhancements added over time.
Result
The new system fully replaced spreadsheet-based tracking and became the central source of truth for facilitator data.
- Reporting became faster and more reliable using Salesforce reporting tools
- Staff gained visibility into facilitator certifications across multiple programs
- Ongoing program activity could be tracked in a structured, scalable way
- Data entry and maintenance became more efficient through automation
- The system has remained in daily use for over five years and continues to evolve
Most importantly, the organization gained a complete, connected view of their facilitators, enabling better support and program oversight.