VIVA Training Custom CRM
Building an App to replace clunky spreadsheets and lost data. An app where its all under one roof.
Building an App to replace clunky spreadsheets and lost data. An app where its all under one roof.
VIVA Training is a Gas and Renewables training centre based in Halifax, West Yorkshire. Like many operations of their size they were managing all their data from payments to customers in spreadsheets and with an expansion on the horizon, a much needed tech overhaul was started by us with the implementation of a fully custom customer relationship manager.
Project Name: VIVA Training CRM Build
Timeline: 4 weeks
Scope:
Challenges:
With new staff about to join their lead calling team they needed to all be able to work on the system at the same time and with many new staff joining app speed would be paramount. VIVA Training also had a lot of systems in place that needed to be implemented into this new system, and lastly, no off the shelf system was going to work for them. Even with systems like SalesForce allowing you to design custom workflows it still wouldn’t allow for the very detailed sales processes VIVA Training had already designed.
Research & Strategy
During the research process we came to the conclusion that either we would need many systems to manage the day to day running of the business or one custom designed system that would be able to run the whole thing. Obviously most of the time people look to get a system at a time and work up to a larger system but with the rapid expansion of VIVA Training they were limited on time they could spend on this process, with that in mind we decided a custom designed system was the way to go.
Design Process
Once we had scoped out what the App would need and how the business would use it, we went looking for app designers and settled on AppSheet by Google. This was perfect for VIVA Training as they already used Google Workspace making it very easy to use Google Authentication on the app to control accounts and data.
We then set about designing and building the app. AppSheet is considered to be a “No-Code” platform and replaces any code with spreadsheet formulas. We were able to use this to create detailed workflows in their system and design it in a way where it could handle the day to day tasks of each employee in the business, not just those in sales. With accounts and debts being now chased from the system, it has really given them a clear view from all angles of their business.
Collaboration
Working closely with VIVA Training meant we were able to really design this system around their needs, not just the spec. Once we had a working version we allowed the VIVA Staff to use the app while we then added and removed features to their liking.
Final Deliverables:
The app is now up and running in a desktop format and linked with regular emailed reports the business now has the helicopter view it always wanted.
How We Solved the Problem
The main challenge we could see in all the meetings and discussions we had with VIVA Training was their current use of spreadsheets and staff not fully understanding how to fill them out in a clear way, we were able to completely solve this by replacing the spreadsheets both staff and managers hated with a slick GUI lead App while also adding data validation checks into the app meaning all data is collected properly.
Unique Features
Would it be going too far to say everything? Ultimately we added a lot to this App for VIVA Training and it fits what they wanted perfectly.
Quantifiable Results:
With their entire business operations now going through this App the time savings have been huge for VIVA. Not only do their phone team love the app, it's made the simple day to day tasks lightning fast.
