Case Management Platform Setup for Reentry Nonprofit (Casebook + Zapier)

The volunteer will work with our Executive Director (Adam King) across 3–4 virtual sessions to:

1. Configure Casebook PBC for our program workflows — setting up intake fields, our three program phases, six client tracking domains (employment, housing, behavioral health, tattoo removal, documents, benefits), and user roles. Estimated: 2–3 hours.

2. Set up Zapier automation #1 — connect our intake form (Google Forms) to Casebook so that a new client record is created automatically on submission. Estimated: 1–2 hours.

3. Set up Zapier automation #2 — push key Casebook data to a Google Sheet automatically for monthly funder reporting. Estimated: 1–2 hours.

4. (Nice to have) Set up an alert Zap — send an email to the program manager when a missed contact or law enforcement contact is flagged. Estimated: 30–60 minutes.

5. (Nice to have) Build a simple Google Sheets KPI dashboard showing our 8 outcome metrics. Estimated: 1–2 hours.

Total estimated hours: 8–12 hours across 3–4 sessions.

Must-have deliverables:
• Casebook PBC fully configured for FSRP workflows, with intake fields, three program phases, six client tracking domains, and user roles for our team
• Zapier automation running: new intake form submission → new person + case created in Casebook automatically
• Zapier automation running: Casebook data → Google Sheets for monthly reporting
• A short written how-to guide (1–2 pages) explaining how to add a new client, log a contact, and pull a monthly report — written for non-technical staff

Nice-to-have deliverables:
• Alert Zap: missed contact or LE contact flag → email notification to program manager
• Google Sheets KPI dashboard with 8 outcome metrics and simple charts

Required:
• Experience with Zapier or similar no-code automation tools (Make, Pabbly, etc.)
• Experience configuring SaaS case management, CRM, or human services platforms (Casebook PBC, Salesforce, ETO, Apricot, or similar)
• Comfortable reading a technical spec document and translating it into platform configuration
• Clear communicator who can explain decisions in plain language to a non-technical program director

Helpful but not required:
• Prior experience with nonprofit, human services, or criminal justice technology
• Familiarity with Google Sheets formulas and basic dashboard design
• Experience with HIPAA-adjacent data handling for sensitive client populations

New Skin Tattoo Removal exists to remove one of the most visible and persistent barriers standing between formerly incarcerated individuals and a second chance — gang and prison-related tattoos that cost people jobs, housing, and dignity before they ever get a fair hearing. Our mission is to transform lives by eliminating that barrier, and the Fresh Start Reentry Program is how we deliver on that mission at scale.
But tattoo removal alone is not enough. A person can walk out of our clinic with cleared skin and still return to custody within a year if they have no job, no stable housing, no case manager, and no one who shows up within 48 hours of their release to help them navigate the system. FSRP is the wraparound structure that makes our tattoo removal work stick — and this technology project is what makes FSRP possible to operate, measure, and grow.
Right now we are tracking everything in spreadsheets. We have no reliable way to document client progress across the six reentry domains we address, no automated way to report outcomes to county partners and grant funders, and no system that alerts us when a client misses a contact or flags a crisis. That means we are spending time on administration instead of clients, and we cannot demonstrate the impact we know we are having.
This Taproot project — configuring Casebook PBC and connecting it to our other tools through Zapier — gives us the operational infrastructure our mission requires. When a case manager logs a field contact in 30 seconds instead of 30 minutes, they spend more time with clients. When outcome data flows automatically to a county partner dashboard, we unlock the funding that lets us serve more people. When an alert fires the moment a client flags law enforcement contact, we respond in hours instead of days.
Every automation this volunteer builds translates directly into more people served, better outcomes documented, and more counties willing to partner with us. This is not a back-office project. It is the foundation that makes our mission scalable — and scalable is the only way we reduce recidivism at the level California needs.

We have done significant preparation work. The volunteer is not starting from scratch:

• Full UI/UX specification document (Word) — 18-screen specification of our platform design, every data field, user role, and workflow
• Technical requirements document (Word) — all data fields, outcome metric calculations, and what Casebook needs to capture
• Interactive HTML prototypes — clickable mockups of the staff dashboard, IRP editor, and KPI report showing the end state we are working toward
• FSRP Executive Summary (PDF) — full program design, three phases, outcome framework, and staffing model
• Taproot Volunteer Briefing document (Word) — a complete briefing guide written specifically for the volunteer with program context, the five tasks, session structure, data sensitivity notes, and deliverable checklists

All documents will be shared before Session 1. Adam King (Executive Director) will be present and available for every working session. Casebook PBC account and Zapier account will be created and ready before the first session begins.