$75K Saved in Software Costs at Kappa Alpha Theta

Salesforce is Kappa Alpha Theta’s system of record, but its connected portal could not support the organization’s more complex member, alumni, and chapter workflows.

Kappa Alpha Theta needed to modernize its room-rental licensing process, which was manually managed across 90 chapters. Staff created templates in Word, uploaded them into a legacy eSignature tool, tagged fields, sent licenses via CSV, tracked signatures in spreadsheets, and managed constant follow-ups with chapter officers.

This process repeated every year across 90 chapters. Template preparation alone took an estimated 20 hours per academic year, with another 15 hours spent loading documents into signature platforms.

A competing vendor could not meet Kappa Alpha Theta’s requirements without custom development. The proposed customization was quoted at $75,000 and still did not fully solve the organization’s needs.

Kappa Alpha Theta needed a way to manage complex member, payment, and licensing processes without building and maintaining a custom app. The team used Titan Experience Studio to create Salesforce-connected forms, payments, documents, and eSignature flows that keep Salesforce as the source of truth.

For room-rental licenses, Kappa Alpha Theta replaced a manual process that had been managed across 90 chapters using Word templates, CSV uploads, legacy eSignature tagging, spreadsheets, and repeated follow-up.

Chapter officers now identify the correct state license for each student, and those assignments are captured in Salesforce. Staff review the assigned licenses and send students the required forms, including optional parent or guarantor eSignature when needed.

Titan generates a date-stamped PDF, stores it in Salesforce, and shows signing status to chapter officers. The process supports state-specific rules, fees, room details, and up to six license variations per chapter.

Beyond this major workflow, Kappa Alpha Theta also uses Titan for payments, status updates, events, order forms, and leadership program registrations.

$75,000 Custom Build Costs Avoided
Titan helped Kappa Alpha Theta avoid a $75,000 custom build quoted by an alternative vendor for the room-rental license process in Salesforce.

50% Less Admin
Titan reduced the complexity of document setup, simplified form delivery, and made Kappa Alpha Theta’s overall workflow easier to maintain.

Salesforce Extended for Complex Workflows
Titan was used when other systems couldn’t support the Salesforce-connected processes Kappa Alpha Theta needed for moving and updating data in a controlled way.

Salesforce Process Gaps Filled
Internal workflows were improved and simplified as forms, payments, documents, and eSignature processes were rebuilt around Salesforce.

Bulk Delivery from Salesforce
Sending room-rental licenses takes a few minutes as Kappa Alpha Theta can bulk email forms from Salesforce.

5-Minute eSignature Setup
Setting up eSignature details directly in Salesforce takes approximately five minutes per license.

Improved High-Season Operations
During high seasons, when room-rental license activity increases, Titan reduces the manual workload associated with tracking, updating, and managing signatures. Kappa Alpha Theta’s room-rental licensing workflow is easier to maintain.