Industry: Non-Profit
Services: Airtable Database Design
Airtable Use Cases: Project Management, Collaboration, and Reporting
Introduction: Freedom USA
Freedom Network USA is a U.S.-based nonprofit dedicated to ending human trafficking. They address the systemic disparities that put communities at risk, ensuring that all individuals have access to housing, safe workplaces, healthcare, childcare, and education. This allows them to prevent exploitation and empower survivors. As Jean Bruggeman, the Co-Executive Director of Freedom Network, says:
“We believe the only way to end human trafficking is to invest in human rights and address systemic disparities that put people at risk.”
For nonprofits, like Freedom Network USA, operational clarity is not only about efficiency but about impact. When their programs expanded and their team started working more remotely, they knew they needed a better system to collaborate.
In this case study, we share how Claribase helped Freedom Network USA optimize its workflows, increase transparency, and streamline its financial reporting to increase its impact.
When Spreadsheets Aren’t Enough
“Sometimes, things would get lost. Emails would be buried. People would forget to respond…There was no centralized visibility into workflows.”
Freedom Network USA manages multi-stage deliverables like training curricula, presentations, and written materials. Each requires drafting, review, and approval. The organization had many concurrent projects, with team members managing several initiatives. This meant basic questions became difficult to answer:
- Where is this document in the process?
- Who’s responsible for the next step?
- Was it approved, or are we waiting on someone?
As remote collaboration became common for the team, the need for a better system beyond email chains, documents, and spreadsheets became urgent. They required a system that could help manage projects and share information with more clarity.
Designing a System Around the Mission
Freedom Network USA adopted Airtable to bring structure and flexibility to its operations. Initially, the goal was simple: to improve coordination for project tracking. Over time, those needs expanded, and Claribase supported Freedom Network USA in optimizing and expanding its system.
Airtable’s use extended far beyond project tracking. Claribase built a customized direct services database to support survivors of trafficking, a process that can span years for each survivor. The database also needed to allow for internal coordination and sharing with external partners. Claribase configured the database so this was done without compromising client privacy.
“We needed to be able to pick and choose what slices of the database external partners could see and protect everything else.”
The database was able to evolve with the needs of Freedom Network USA, resulting in clearer communication and saved time.
Airtable also became central to internal operations for Freedom Network USA. Expense approvals, which once relied on email chains, were now visible, trackable, and automated.
“The person who submitted it didn’t know it hadn’t been handled. The person who received it forgot it was in their inbox…Now people are notified when action is required, and the submitter can check the system at any time to see where it stands.”
The impact also extended to financial closeout:
“Our finance manager is much more confident closing out the year knowing there aren’t any outstanding requests hiding somewhere.”
Claribase helped Freedom Network USA streamline its financial workflows, including implementing notifications and status updates, which led to more clarity and confidence in closing out the year.
Turning Hours Into Minutes
One of the dramatic improvements for Freedom Network USA was for the direct services program reporting. Previously, quarterly reporting required hours of compiling data manually. This drawn-out process often left the team uncertain about accuracy.
“It used to take several hours to feel confident that we had the right answers.”
After restructuring the database with Claribase’s support, reporting became streamlined, reliable, and took significantly less time.
“Now running the report takes about 15 minutes, and we’re confident in the data.”
For a small nonprofit team juggling many responsibilities, saving hours each quarter is significant. This means operations run more smoothly, and the emotional load on the team is reduced.
Improving Transparency for Program Managers & Survivors
Implementing the Airtable system didn’t just improve internal processes; it transformed client communication.
Survivors often felt frustrated by long periods of silence, even when work was progressing behind the scenes. Claribase implemented structured case notes and communication tracking within Airtable. This implementation allowed program managers to pull contact information easily and send regular updates to clients.
“It hasn’t changed the law or sped up the process. But it has increased transparency…[and] increased our clients’ confidence in our work. And it makes our team feel like we’re doing a better job meeting their needs in a tangible way.”
Claribase built an Airtable system that enabled Freedom Network USA to centralize its data. This single database allows program managers to quickly understand the history and context within a case.
A Collaborative Partnership
As the organization’s use of Airtable deepened, so did the need for expert customization. That’s when they partnered with Claribase.
“It always feels like we’re on the same team working toward success.”
It’s important for a consultant to have an understanding of the client’s use case. For Freedom Network USA, coming from a legal and social services lens could potentially present issues when implementing a data system. But Claribase’s response has always been collaborative:
“When something isn’t what we expected, the response is never defensive. It’s always, ‘Now I understand, here’s how we’ll fix it. And what else can we improve while we’re in there?’… It’s never ‘This is how we do it.’ It’s always ‘Let’s figure out what works best for you.’”
Evolving With Experience
Five years after their initial Airtable build, Freedom Network USA conducted a comprehensive database audit with Claribase.
“What we thought we were going to do when we first set it up wasn’t entirely how we were actually using it…We were overly optimistic. We thought everyone would enter every bit of information they ever found. People don’t do that.”
The revision process with Claribase made the system more practical and aligned with actual workflows. Jean’s advice for other organizations reflects that experience:
“Budget to revisit it. You will change your mind…[because] Trying to build it perfectly can undermine your ability to build it well.”
Key Outcomes
- Faster Reporting: It used to take several hours for quarterly reporting, whereas it now takes approximately 15 minutes. This enables the team to generate accurate funder reports quickly and with confidence.
- Streamlined Internal Workflows and Visibility: Structured workflows and automated reminders replaced email-based approvals. This eliminated lost requests and reduced operational bottlenecks. It also gave the team real-time clarity on status, ownership, and next steps.
- Improved Financial Oversight: With Airtable, the team has real-time expense tracking. This gives them improved confidence in the fiscal year closeout. It also reduces the risk of missed or delayed approvals.
- Better Client Communication & Trust: A centralized case tracking system increases transparency for team managers and survivors. It also helps the team to regularly check-ins with survivors and ensure continuity during staff transitions.
- Secure Partner Collaboration: The customized database views allow external partners to access relevant information. This ensures privacy while improving coordination.
Systems That Strengthen Impact
While Freedom Network USA saved hours on tasks and improved workflows, the transformation isn’t measured only in hours. It’s measured in clearer communication with survivors, greater financial confidence, and clearer collaboration with a remote team.
“Better systems mean better communication, more transparency, and more confidence internally…It strengthens our ability to support the communities we serve. And that’s what matters most.”