Case study
One CRM 360 — a whole service year, running in a click
A large education org ran its service year on spreadsheets, scattered forms and manual handoffs between teams. We built one operating ecosystem on monday.com: candidate intake, placement, mentorship tracking and reporting — with process design before build and communication channels wired to the board.
At a glance
- Core board workflows
- 25–35
- Connected Meta campaigns
- Up to 3
- Central comms channels
- WhatsApp + Meta
- Project milestones
- 5
Full candidate journey
Leads → board
CRM Connections
Map → handoff
The project did not start on a board — it started in FlowGram and Miro, and closed on CRM 360 on monday.com with Clicks CRM Connections and operational care.
Products
Custom developments
The challenge
Recruitment and sorting for the service year were split across campaigns, events, questionnaires and spreadsheets. Each team held a different status picture, and Meta leads did not land consistently on one board. Leadership lacked a single view of conversion, placement and data quality.
Our approach
We followed Discover → Architect → Build → Operate: mapped the candidate journey and shared flow blueprints, implemented core CRM to best practice, added dashboards and ETL, then wired multi-channel comms — before QA, training and a controlled go-live.
What we built
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Detailed mapping: lead sources, statuses, board structures, candidate/alumni cards and sensitive fields.
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Core CRM: registration forms, intake, preference questionnaires, checklists and team views.
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Links between leads, candidates, communities, tracks and authorities.
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Clicks CRM Connections: WhatsApp Business, Messenger, inquiry bot, sync to fields and statuses.
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Dashboards: progress metrics, lead sources, basic ROI and placement simulations.
Deliverables and the products behind them
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Candidate journey mapping and Miro blueprints
FlowGram by Clicks -
Core CRM: forms, workflows and board automations
Clicks Solutions -
Meta leads, WhatsApp bot and multi-channel comms
Clicks CRM Connections -
Dashboards, data quality and management reporting
Clicks Solutions
How it works in practice
A candidate entering from a landing page or Meta campaign becomes a lead, goes through structured intake and receives follow-up tasks by status. WhatsApp conversations stay on the same record — without switching systems. Program leads see on the dashboard where the process stalls and intake load before the next recruitment cycle.
Outcomes
One source of truth for service-year data, less manual chasing across sheets, and teams spending more time with participants — not on copy-paste coordination. The system is ready for future extensions (telephony, AI screening) from the same specification.
Want to build something similar?
A short call: map your setup, see a relevant example, and a realistic rollout plan.