Automating Lead Imports

About the Client

Childcare Worldwide is a global nonprofit dedicated to transforming children’s lives through sponsorship and education. Despite its commitment to digital outreach and leveraging Facebook leads for donor engagement, the organization was hampered by an outdated CRM built with EXTJS (2015) and React components. This system’s complexity necessitated a significant amount of manual data handling, which in turn strained staff resources.

The Challenge

Childcare Worldwide’s existing CRM required its staff to manually import Facebook leads via error-prone CSV uploads—a process consuming nearly 200 hours annually and costing approximately $10,000 in combined labor and opportunity costs. In addition to the inefficiencies, the legacy system’s limitations (no drag-and-drop functionality, cumbersome web page editing, and a steep learning curve) led to data inconsistencies and delayed donor follow-ups, ultimately impacting fundraising efforts.

The Jet Black Solutions Approach

Jet Black Solutions stepped in and developed a custom automation solution using Make.com to bridge the gap between Facebook Ads and the outdated CRM. Key elements of our approach included:

• Custom API Integration:
  We built a direct, automated connection that mapped incoming Facebook data into the CRM, intelligently handling format variations (e.g., discrepancies in date formats and schema differences) and overcoming documentation inconsistencies.
• Automated Data Mapping & Error Reduction:
  Our integration included automated workflows that validated and mapped data into the correct fields, significantly reducing manual errors and ensuring data consistency.
• Rapid, Scalable Deployment:
  The complete integration was implemented and tested in just 2 days, with the modular, low-code architecture allowing for future enhancements and easy scalability to accommodate additional lead sources.

The Results

Our custom automation solution transformed Childcare Worldwide’s operations by:

• Enhancing Efficiency & Cutting Costs:
  By automating the lead import process, the solution saved over 200 hours annually, delivering a net first-year savings of approximately $9,250 in reduced labor and opportunity costs, with recurring annual benefits exceeding $10,000.
• Improving Data Accuracy:
  A 98% reduction in data entry errors ensured that the CRM remained reliable and accurate, enabling timely donor follow-ups and better campaign management.
• Boosting Donor Engagement:
  The real-time data ingestion eliminated processing delays, allowing staff to focus on strategic initiatives like donor engagement, website improvements, and campaign optimization—directly contributing to improved fundraising outcomes.

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