A Case Study of a CRM System Upgrade and Salesforce tips

Rocky Mountain Prep (RMP) was founded in 2012 with a mission for every child to reach their full potential through a rigorous and caring elementary education. They believe that meticulous academics in an environment of love, inclusivity, and respect create the transformational learning experience that sets RMP apart as a top institution for students and families. Rocky Mountain Prep now has four charter schools in the Denver Metro area.

Small Business CRM Coach started working with Rocky Mountain Prep in March of 2019 when Lela Johnston, the Manager of Development and Community Partnerships, reached out for help with their Salesforce application. Rocky Mountain Prep began using the Salesforce Nonprofit Success Pack back in 2013, but their CRM system was outdated. They were still using spreadsheets to track their fundraising pipeline and needed some Salesforce tips along with a complete system upgrade.

A Complete CRM System Overhaul

To better understand how they wanted to use Salesforce moving forward, we began an in-depth review of their internal processes. We also needed to configure a dashboard to track the information in their Salesforce system more effectively. We needed to display the most pertinent data for their organization and make it easy for them to see it at a glance.

The new Salesforce Lightning Interface is a significant improvement in the Salesforce application. While the update had been out for six years, no one knew how to use it. We began to overhaul and reconfigure the CRM system. To be sure they learned how to use it, we explained our work throughout the reconfiguration and walked them through the new version using typical daily processes until they were confident about using the system. We hosted multiple training sessions with Rocky Mountain Prep to guarantee that they had a complete understanding of the Lightning Interface, best practices, and how to use it efficiently. We knew if they didn’t feel comfortable working in it, they wouldn’t get the most value.

A Vast Improvement

With team training completed, the staff was excited to jump right in, and our work together progressed from integration and updates to ongoing collaborative support. A period of testing and customization ensured that each new process continued to work as promised or was adjusted until it did.

Together we: 

  • Customized the opportunity record to match their internal processes
  • Created a personalized dashboard that upgraded the information they were tracking in spreadsheets
  • Configured scheduled reports in their system, which retired their old spreadsheets completely
  • Connected their G-Suite account to their new app, making it easier for the team to save new contacts, accounts, and opportunities in Salesforce directly from their inbox

We also implemented a process to reconcile fundraising revenue tracked in Salesforce and integrated it into their accounting system. This was one of the most significant improvements we made to help keep their information up to date at all times for auditing purposes.

The Result of Salesforce Integration

Not only does Rocky Mountain Prep have the latest Salesforce tools at their disposal, but they now access all of their vital information from one centralized location accessible to any authorized users. Lela now has more time to focus on her fundraising efforts and community partnerships. She no longer spends hours updating spreadsheets or gathering data for audits. She doesn’t even have to create reports because they are all automated now! Technology and CRM systems will continue to change, and they can reach out to us the next time they feel like they could improve efficiency. We will continue to make recommendations on new Salesforce add-ons and updates that would benefit them. 

Small Business CRM Coach is proud to support Rocky Mountain Prep with its mission to offer opportunities that increase our children’s potential. We also make sure that business owners have the tools they need to succeed in a fast-paced world. We are happy to offer our Salesforce tips.

How are you tracking your clients and potential sales? Is your business growing? Do you need a better CRM system, or are you having a hard time figuring out how to use all your Salesforce features? Contact us for Small Business CRM Coaching and Consulting to help you choose between desktop applications or cloud-based solutions with more data storage options and access across digital devices. 

Get the most out of your CRM by reaching out for a Discovery Session to assess your situation.