YMCA HBB Saves 120 Hours Per Week on Childcare Administration

The YMCA’s child care registration process had already moved from paper to digital forms, but over time, the system could no longer support the increasing number of forms, fields, and records required across the organization.

Fields regularly failed to submit correctly, creating data gaps that surfaced during audits across forms, locations, and child records. Staff could not send forms back with correction requests, forcing teams to manually follow up with families by phone and email. Families also had no visibility into which forms were completed versus still outstanding.

The organization faced similar operational issues across other services.

Employment and immigrant service centers relied on paper binders to track visitor attendance, making reporting difficult and requiring staff to physically access records on-site. Personal training coaches also had no structured way to capture appointment notes in Salesforce during sessions.

At the same time, extending CRM access to front-line staff at scale was not cost-effective under the existing setup.

The YMCA adopted Titan Experience Studio to digitize child care registration and extend Salesforce-connected access to front-line staff across all 12 locations.

For childcare services, Titan replaced the previous registration system with a multi-form registration process completed remotely through secure form links. Families can see which forms are complete, which are still outstanding, and submit updates remotely without visiting a location in person. Staff can also return forms with specific correction requests, reducing incomplete submissions and the need for manual corrections.

For employment and immigrant services, Titan replaced paper sign-in binders with a web-based check-in and check-out application connected to Salesforce. Staff select their location, identify the visitor type, and record attendance directly in Salesforce for reporting and attendance tracking.

Personal training coaches also use Titan on iPads to capture appointment notes during sessions, with access to previous records directly through the interface, without requiring a desktop or additional CRM licenses.

120 Hours Saved Per Week
Titan eliminated manual form handling, data entry, and family follow-up, saving approximately 10 hours per week for each member of the YMCA’s 12-person administration team.

2 Hours Saved Per Family Registration
Families can now complete registration remotely via a form link, eliminating the need for lengthy in-person visits and reducing the need for manual staff assistance.

Real-Time Attendance Across 12 Locations
Paper binders were replaced with a Salesforce-connected check-in application, giving teams immediate access to attendance records across all 12 locations without retrieving records from individual locations.

Reduced Form Errors
Recurring field submission failures from the previous system were eliminated, reducing audit-related data gaps year over year.

CRM Access for Front-Line Staff
Coaches, employment center teams, and other front-line staff can now interact with Salesforce-connected data through Titan interfaces tailored to their role, without the cost or complexity of additional CRM licenses.

Mobile Access for Staff in the Field
Titan’s mobile and iPad-compatible setup allows staff to capture appointment notes and service information in real time, directly from the floor or in the field.

Fewer Manual Follow-Ups
Staff can return forms with specific comments, while families can track completed and outstanding forms without relying on phone or email follow-ups.