U.S Ski & Snowboard streamlines athlete management with Salesforce

SaltClick developed a comprehensive digital solution for U.S. Ski & Snowboard to streamline the management and processing of critical documents. By integrating Salesforce with DocuSign, SaltClick created a seamless system for the electronic signature of participant forms, such as contracts, waivers, and safety releases. This solution automated data entry and eliminated the reliance on paper forms and spreadsheets, enhancing operational efficiency and improving the overall participant experience.

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Challenge:

U.S. Ski & Snowboard manages a large number of events and competitions, each requiring the collection of forms from athletes, parents, and volunteers. Historically, the organization relied on paper forms sent via mail and fax, with data tracked manually through spreadsheets. This outdated process was slow, error-prone, and inefficient, particularly when dealing with the large volume of forms required for events.

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A significant challenge was the need for parental signatures on forms for underage athletes. This created an additional layer of complexity, as guardians were required to sign forms separately, which further complicated the process. Despite attempts to automate this workflow, U.S. Ski & Snowboard faced difficulties in creating a streamlined system that could handle the volume of documents efficiently and integrate with other business systems. The reliance on paper and spreadsheets caused frequent delays, mistakes, and administrative overhead, particularly when engaging new sponsors or vendors who needed contracts processed and signed quickly.

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Solution:

SaltClick helped U.S. Ski & Snowboard improve contract and document management by integrating Salesforce Sales Cloud with DocuSign. The customized system automated approvals, streamlined data entry, and made document signing easier for participants and guardians.

• Integrated Salesforce Sales Cloud with DocuSign to automate contract workflows.
• Customized contract approval system allowed seamless submission, approval, and tracking of documents.
• Salesforce stored participant data and auto-populated forms, reducing manual entry.
• Developed DocuSign templates that directly integrated with Salesforce for smooth data flow.
• Created a custom workflow for underage athlete signatures, allowing guardians to sign remotely, increasing efficiency and reducing errors.

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Results at a glance:

By integrating Salesforce and DocuSign, SaltClick significantly streamlined U.S. Ski & Snowboard’s document management process. The new system eliminated the need for paper forms and spreadsheets, greatly improving efficiency and reducing administrative tasks. The automation of document workflows, combined with the seamless integration of Salesforce data, improved accuracy and sped up the onboarding process for participants, sponsors, and vendors.

• The new system reduced manual administrative tasks and sped up the document approval process.
• Electronic document management replaced paper forms, reducing errors and time spent on manual data entry.
• Automated alerts for expiring contracts and missing signatures helped prevent missed deadlines and kept workflows on track.
• The project was completed on time and within budget, exceeding expectations.
• Staff could focus on higher-priority tasks while participants enjoyed a faster, more convenient way to sign forms.
• The integration of Salesforce and DocuSign set a new standard for document handling, aligning with U.S. Ski & Snowboard’s core mission of delivering top-tier skiing and snowboarding programs.

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