Streamlining Support Without the Chaos
“When you're supporting people through tough times, the process should never be the hardest part.”
Here’s how we built a simple, powerful system to make help easier to access — and easier to deliver.
🗂️ Project Snapshot
Client: The Meeting Place – Community Centre, Oxenford QLD
Program: Free 1-on-1 counselling and psychological support for eligible locals
What We Delivered:
Online intake form with automatic confirmations
CRM pipeline to track every client from enquiry to referral
Streamlined process that increased capacity without increasing admin
Outcome: Constant flow of new referrals, better organised case management, and improved service delivery for both staff and clients
🎯 The Challenge
The Meeting Place runs a free counselling and psychological support program for locals doing it tough — but keeping track of incoming enquiries, following up, and managing referrals was becoming increasingly messy.
They needed a system that would:
Capture enquiries clearly
Make intake smoother for clients
Keep internal tracking clean, visible, and reliable
All without adding complexity or new overhead.
🛠️ What We Did
✅ 1. Landing Page & Funnel
We created a clean landing page with all the essential program info, including who the service was for and how to get started. At the centre of it was a simple inquiry form.
Once submitted:
The form was emailed directly to the intake officer
A confirmation email was sent to the client
A new opportunity was automatically created in the CRM pipeline, so no one slipped through the cracks
No unnecessary steps, no complicated portals — just a fast, user-friendly entry point.
✅ 2. Back-End Systems
The CRM became the operational backbone of the process. Every inquiry flowed into a visual pipeline with clear stages:
Intake Form Completed
In Discussion
All Information Received
Approved by Management
Booked in to Counsellor
Referred Elsewhere
“The team could now see at a glance where every single person was at.”
This made it easier to follow up, avoid missed handovers, and keep the flow moving smoothly. And as new people came in, the CRM also started building a growing database of contacts — helpful for tracking, reporting, and future engagement.
✅ 3. Organic Outreach & Referrals
This program wasn’t driven by ads. Instead, it relied on:
Steady referrals from local networks
Word of mouth from participants
Organic promotion through existing community channels
By building a reliable intake and follow-up system, every referral could be followed up quickly and confidently.
📈 What Happened
The new funnel has become a consistent, reliable source of new enquiries, with none of the stress that used to come from scattered processes. Everything is now in one place — clean, trackable, and efficient.
Clients get clarity. Staff get confidence.
The end result? More people get the help they need.
Because the admin load has dropped, The Meeting Place can now support more people without adding pressure to the team — a real win for community-based service delivery.
💬 Ready to Tackle Something Similar?
If your venue, centre, or small business offers space for hire but struggles with messy admin or missed opportunities, we’d love to help. Archive Consultants builds simple, reliable systems that make enquiry-to-booking smooth and trackable — without adding to your workload.
🧱 Looking for a fully set up landing page that converts?
Check out our Ready-to-Go Landing Page Offer:
https://archive-consultants.com/ready-to-go-landing-page
🏠 Or learn more about us and what we do:
https://archive-consultants.com
