Case study
From lead campaign — to placement running on one board
An org recruiting instructors for national placement relied on spreadsheets, separate Meta forms and manual coordinator tracking. We stood up a CRM skeleton on monday.com: shared Miro specs, a central leads hub, candidate→instructor placement path and automations that replace repetitive steps.
At a glance
- Meta lead forms
- 5
- Board automations
- ~25
- Placement design sessions
- 6
- Attendance module
- Regional coordinators
make.com
Leads + placement
+ blueprints
Post-placement
Work started in FlowGram and a shared Miro board, was built in Clicks Solutions on monday.com, and connected outward via CRM Connections and make.com.
Products
Custom developments
The challenge
Facebook campaign leads did not land consistently on one board. Candidate/instructor files were split across forms and email, and regional coordinators could not track attendance without another sheet. There was no clear picture between "registered" and "actively placed".
Our approach
Kickoff, joint specification with stakeholders, two flow diagrams (campaigns+intake to placement / post-placement management), then a leads board, landing registration form, instructors-on-placement board and a training package.
What we built
-
Central leads board with conditional fields, candidate/instructor dossier and sync from 5 Meta forms.
-
Registration form for a dedicated landing page.
-
Instructors-on-placement board: status tracking after active placement.
-
"Voluntary" attendance module for regional coordinators.
-
Care for automations, native integrations and make.com during go-live.
Deliverables and the products behind them
-
Placement system design + blueprints
FlowGram by Clicks -
5 Meta forms → leads board (make.com)
Clicks CRM Connections -
Instructors-on-placement board and automations
Clicks Solutions -
Coordinator-level attendance tracking
Clicks Solutions
How it works in practice
A campaign lead enters the board with source and tailored fields, moves to a candidate file and continues to the placement track when ready. A regional coordinator logs attendance on a dedicated board instead of a side sheet. Program managers see how many instructors are in each stage — without chasing email copies.
Outcomes
A clearer recruitment→placement path, less manual copying from Meta, and a foundation that can grow with more training and automations as the org matures the process.
Want to build something similar?
A short call: map your setup, see a relevant example, and a realistic rollout plan.