We brought applications, review, approvals, booth assignments, invoicing, public listings, and applicant emails into one connected portal. Approximately 300 hours of volunteer administrative work are saved each year, while applicants receive faster and more consistent communication.
- Approximately 300 volunteer hours saved annually
- One connected application-to-payment workflow
- Immediate applicant confirmations and status communication
- Administrative access from an installable phone portal
The Organization
Washtenaw Nonprofits coordinates a section of nonprofit booths at the Ann Arbor Art Fair each year.
The Operational Constraint
The annual process depended on a volunteer's inbox. Applications arrived through email, details were copied into spreadsheets, decisions were spread across message threads, invoices were prepared manually, and the public list of participating organizations required separate updates. The heaviest administrative workload arrived during the exact period when volunteers had the least available time.
The Solution
We built one portal around the complete booth lifecycle. Organizations submit applications online. Administrators log in to review, approve, or deny each submission. Once a booth size is assigned, the system generates the appropriate payment link. Approved organizations automatically appear on the public website, and each stage triggers its own communication. The administrative portal can also be installed on a phone, making it practical during the busiest weeks of fair preparation.
What We Built
Business Value Created
The organization no longer rebuilds the same spreadsheet-based process every year. Applicants receive clear, timely communication. Administrators can act from anywhere. Payment and public listing updates happen automatically, and approximately 300 volunteer hours are returned to program work each year.