US Ski Team Salesforce DocuSign Implementation By SaltClick

Industry:

US. Ski And Snowboard

Overview:

A mountain of data, manual processing, and capturing signatures

Details:

Solved logistical problems by creating a central document management system that was tailored to the organization’s needs. By creating unique DocuSign templates that integrated with Salesforce, participants in events were able to sign digital, simple-to-navigate forms that auto-filled with information from the Salesforce database. Implementation allowed our customer to rapidly send and receive contracts, registration forms, and safety documents.

Problem:

Programs and competitions are at the core of Client’s work. These events are logistically complex, requiring registration and safety forms for thousands of athletes, parents, and volunteers. Before partnering with SaltClick, U.S. Ski and Snowboard used a manual, paper process to manage forms, which were sent and received by mail and fax. Instead of a centralized database, the organization used multiple spreadsheets as an ad-hoc system to keep records. U.S. Ski and Snowboard explored automated options, but they ran into a unique roadblock. Many of the participants were minors who couldn’t legally create e-signatures; instead, parents or guardians needed to sign on their behalf. Without a centralized database and a flexible, automated registration system, U.S Ski and Snowboard had to rely on inefficient spreadsheets and paper forms. The complex, manual work lent itself to mistakes and ate up time that could have been spent leading programs. It affected their partnerships, too: when a new vendor or sponsor contract was negotiated, the paper contract had to be handed to each U.S. Ski and Snowboard approver for review and signature—a time-consuming process.

Solution:

SaltClick tackled U.S. Ski’s logistical problems by integrating Salesforce Sales Cloud for data organization and DocuSign for e-signature approval, SaltClick customized—and streamlined—U.S. Ski’s digital storage system. Using the Salesforce approval process feature, SaltClick built a contract approval website designed for U.S. Ski’s work. The site allowed anyone from within the organization to input a contract request, kicking off a clear, smooth, and automated contract process that was easy for managers and approvers to follow. SaltClick also created unique DocuSign templates that integrated with Salesforce. Participants in U.S. Ski events were able to sign digital, simple-to-navigate forms that auto-filled with information from the Salesforce database. To accommodate parent signatures, SaltClick created a custom workflow that replaced the typical one-to-one signature and allowed guardians to access a link for their child’s form.

Results:

In the run-up to the 2018 season, SaltClick customized U.S. Ski’s contract process for all ski clinics in 3 months. U.S. Ski stakeholders scored a win by implementing Salesforce with DocuSign on a rapid, efficient timescale—especially for a nonprofit with a fully manual system. U.S. Ski’s Manager, who has extensive experience in digital projects with nonprofits, described the turnaround time just ”mindblowing and really, really impressive.” SaltClick’s implementation team completed the project ahead of deadline and below budget, exceeding client’s expectations. SaltClick also added features—including automatic reminders that contracts were expiring and signatures were needed—that eliminated the stress and missed deadlines of a manual system. Today, U.S. Ski and Snowboard is able to rapidly send and receive contracts, registration forms, and safety documents. Instead of sifting through mail and filling out spreadsheets, they enable their staff to focus on high-priority work, and allow their participants to quickly sign forms.

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