Event information and participation details needed consistent structure.
Case study · Nonprofit · Mentorship
From manual coordination to a system that handles the heavy lifting.
A mentorship nonprofit needed a dependable way to coordinate events, match mentors by specialty, manage outreach and follow-ups, track attendance, and collect feedback. CoreFlow built a streamlined Airtable system that ties it all together into one workflow.
3 formsintegrated across the event lifecycle
The challenge
Too many manual steps between program activities.
Event details, mentor information, participation records, and follow-up activities all needed to work together more reliably.
Mentor selection required visibility into relevant candidates.
Invitations and RSVPs needed to stay connected to participation records.
Attendance, surveys, reminders, and reporting required coordinated follow-through.
The approach
Built around the team's actual workflow.
Staff kept their judgment over who to invite and who attended. Everything repetitive around those decisions was connected or automated.
- 01
An Airtable input interface gives staff one place to create and manage events.
- 02
Events, mentors, and event participation are connected records, with duplicate participation prevented automatically.
- 03
Mentor-candidate filtering surfaces eligible mentors to support matching decisions.
- 04
Personalized RSVP links arrive with event details already filled in. Responses automatically update RSVP statuses and dates in Airtable.
- 05
Attendance is tracked automatically, followed by survey distribution and reminders.
- 06
A reporting dashboard gives the team ongoing operational visibility.
System design
From event setup to program visibility.
The program manager sets up an event and CoreFlow takes care of the coordination surrounding it. Mentors receive personalized invitations and reminders, while RSVPs, attendance, follow-ups, and survey responses feed back into the system.
Maps the connected mentorship workflow across three lanes, from Airtable's automations to the program manager's actions and the mentor's experience.
Operational outcomes
Connected records across events, mentors, and participation
Automated outreach and follow-up reminders
Attendance tracking tied to each event
Post-event survey distribution
Clearer reporting visibility
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