Case Study: Streamlining Data Collection for Enhanced Outreach - Crowdskout

Case Study: Streamlining Data Collection for Enhanced Outreach

Alex Tracy
Alex Tracy

Streamlining Data Collection for Enhanced Outreach   

How we helped a charter school manage disparate data sources, identify website visitors and create targeted audiences to strengthen their outreach efforts.  

The Organization:

STRIVE Prep is a community of public charter schools that challenges every student to strive for college and thrive throughout life by helping them to discover and develop the skills and confidence necessary to succeed in college and beyond.

Founded more than a decade ago on the belief that every child should have access to high-quality education right in their neighborhood, STRIVE Prep has grown to 11 schools that serve to more than 3,700 students.

The Challenge:

STRIVE Prep needed a centralized hub to unify a variety of stakeholder data – including parent, teacher, and donor information – from 11 schools across Denver. They wanted to track donor and family interaction data long term and needed a way to effectively manage various teams in the organization.

The Outcome:

After using Crowdskout, STRIVE Prep was able to build a robust database under one roof – with team permissioning – and gain a 360-degree view of their audience’s behaviors. These insights strengthened and organized STRIVE Prep’s marketing efforts and allowed the team to reach more potential parents, teachers, and donors, as well as develop parent leadership programs.

Opportunity to make a more powerful impact

STRIVE Prep was having difficulty coordinating outreach to their community of 11 schools across Denver. They served 3,500 students but had no central hub for their contacts managed by various teams within their organization. All teams – including the family engagement team, communication team, and talent team – were using different CRMs, which caused confusion between departments.

The organization also needed a way to track online and offline interaction data long term. Their previous solution was only tracking data on a yearly basis, but because students were enrolled at STRIVE Prep for multiple years, the organization didn’t have the means to keep and analyze their contacts’ behaviors over time. There was also no way to easily upload spreadsheets to keep data under one roof.

STRIVE Prep believed they could make a powerful impact and grow the school through more targeted and personalized outreach, but weren’t sure how to make that happen.

Identifying and reaching contacts that mattered most

STRIVE Prep turned to Crowdskout to help solve their challenges and unify all of their data in one place. Crowdskout provided an easy way for the organization to aggregate data from disparate spreadsheets and ongoing online and offline interactions. Now, the organization could view long term engagement with donors and parents. As a result, they were able to identify engaged families and recruit them for parent leadership positions. They also identified past donors to send targeted communications to encourage them to remain repeat contributors to the organization.

Crowdskout served as a centralized data hub for the entire organization and allowed teams to work collaboratively while still having access to the information that mattered most.  

Creating custom user levels for a more organized team

The organization built out custom user permissioning within Crowdskout, meaning that each team only saw the data and audience profiles they needed to do their jobs effectively. The talent team used Crowdskout to track prospective candidates and reach out. Additionally, the administration could now get a snapshot of all of STRIVE Prep’s outreach in one platform.

This resulted in improved communication within teams and between departments, meaning STRIVE Prep could be more organized with marketing efforts and develop more targeted outreach.

Appending data and continuous tracking

STRIVE Prep also knew their website could be used as a more powerful tool in their outreach efforts. Using Crowdskout’s web forms and tracking code, they gathered even more information about their website visitors and mapped it back against the data they now housed in one system. The organization was able to see which families were filling out forms on mobile devices and used these insights to drive the approach to their digital advertisements.

This continuous data collection made it easier for the organization’s marketing and talent teams to create a more intentional recruitment strategy that targeted these visitors. The organization also used Crowdskout forms during prospect events for potential donors and teachers.

Building comprehensive audience segments and profiles  

After their data was in one place and being continually augmented with interaction data, STRIVE Prep created audience segments within Crowdskout depending on their contacts’ relationship with their organization. The organization used custom tags to differentiate their contacts depending on student info, donor status and other tags specific to each of their schools. STRIVE Prep also tracked interactions with staff across its 11 schools to drive engaging, relevant content for a monthly internal newsletter.

The organization continued to append audience profiles through integrations with MailChimp and Eventbrite that allowed data to automatically flow back into Crowdskout.

Organized, cross-channel marketing insights

As a result of using Crowdskout, STRIVE Prep gained a 360-degree view of the contacts that were an integral part of their community. The team was able to view their audience cross-channel, understand the online activity of website visitors, and match that up with audiences that attended events—allowing them to see who was most engaged or the best candidate for follow up.

The insights they gained strengthened and organized STRIVE Prep’s marketing efforts and allowed the team to reach more potential parents, teachers, and donors.


Crowdskout uses large-scale services via Amazon Web Services to power real-time marketing and advocacy efforts for hundreds of clients. AWS autoscaling and redundancy capabilities provide Crowdskout and our customers with a reliable and dynamic system that can adapt to the demanding needs of the modern age, easily handling millions of new data points every hour.