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Year End Donations Fund Running Water

Case Study

Salesforce Program Management Transformation

ASAP

Armed Services Arts Partnership (ASAP) provides free art and comedy classes to veterans, service members, military spouses, family members, caregivers, and survivors.

The Challenge

Armed Services Arts Partnership (ASAP) runs free art and comedy classes for veterans, service members, and their families. Each year, more than a thousand participants join ASAP programs, with many more waitlisted due to growing demand.

But as ASAP’s program growth accelerated, their background systems and processes couldn’t keep up. Program applications, registrations, notices, and surveys were all distributed and evaluated manually using spreadsheets and a collection of disconnected tools. Each new class, chapter, or art form added manual work and complexity on top of staff’s day-to-day responsibilities.

The research team felt this most acutely. ASAP needed to export and analyze demographics and survey results to communicate their impact with donors, but the task was slow, tedious, and easy to get wrong. With participant data living in pieces between systems, sharing the full impact of ASAP’s work became almost impossible.

For ASAP to scale their program without breaking their team, we had to first answer four questions:

  • How can we pre-schedule up to 90% of class communications, so participants receive timely updates without staff sending manual emails and texts?
  • How do we store each participant's information and engagement history in one record, while still controlling access to sensitive health and contact data?
  • How can we use our data to demonstrate impact to ASAP donors, without having to rebuild that picture every time?
  • How do we improve the front-end application experience, especially for returning participants, while also streamlining the back-end experience for staff?
Two veterans smile during an art class

Our Solution

We replaced ASAP’s manual processes with a connected system that runs on Salesforce data instead of spreadsheets.

Using a connected form suite in FormAssembly, we built dynamic forms for applications, enrollment confirmations, attendance, and pre- and post-class surveys, all tied to Salesforce. Returning applicants can now see their existing information pre-filled instead of starting over, and staff are fully trained to modify, test, and deploy forms themselves.

Using Salesforce Flow, email templates, and Mogli SMS, we automated confirmations, class reminders, recap emails, and survey invitations, each triggered by enrollment status and class timing. ASAP staff wrote the template copy themselves, so participants still experience a warm and consistent voice without sacrificing staff efficiency.

We ensured instructor access to attendance forms for each class, with no Salesforce license, login or training required. When instructors submit attendance forms, that information now writes directly into Salesforce without duplicating records or exposing sensitive participant data.

We replaced ASAP’s manual reporting with formula and rollup fields in Salesforce, reflecting survey response rates, participant demographics, and engagement totals in easy-to-generate reports. An in-depth report library and a Mailchimp integration now keeps campaign and engagement data in sync for messaging segmentation.

The Results

  • ASAP's application volume has scaled dramatically: from 1,794 applications in 2023 to 6,971 in 2025, and 2026 on pace to hit roughly 10,400. Nearly 43% of applicants have applied more than once.
  • Enrollments have grown alongside applications, from 769 at go-live in late 2022 to over 4,100 through the first eight months of 2026 alone, all without burning out ASAP’s internal team.
  • ASAP has expanded from 3 chapters to 7, now running programs online and across Hampton Roads, D.C., San Diego, Indianapolis, San Antonio, and Seattle.
  • ASAP’s instructor network has scaled dramatically, growing from roughly 40 at any given time to 242 unique instructors engaged in 2026 alone.
  • ASAP's program offerings have grown from 91 programs in 2021 to 399 in the first eight months of 2026, all without a proportional increase in administrative staff.
A teacher speaking to veterans
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"CauseMic is excellent at evaluating project needs (the number of hours needed, research, etc.) and implementing testing for our staff. They built a unique system for managing classes, with many complex automations and flows, and have continued to help us make improvements and fixes years after the initial launch."

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ASAP
via Salesforce AgentExchange

Scale your systems and your impact

Don’t let messy data and manual processes hold you back. We build systems and automations that handle the busy work so you can get back to the mission.

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