Art History Abroad

Outdated processes, unnecessary complexity

AHA’s courses bring art history to life, but their back-end systems were holding them back. Relying on an Access database, VPNs and spreadsheets, their operations were fragmented. Data handling, course management, and the student experience were all affected, with manual processes eating up valuable time.

AHA knew they needed a comprehensive, cloud-based CRM system to grow, and that’s where we came in.

Understanding the challenge

Before designing the new CRM system, we needed to get a clear picture of AHA’s specific pain points. Our team engaged in deep discovery, from workshops to reviewing videos and voice briefings provided by AHA. We identified four main areas that required attention: reducing manual data entry, centralising operations, improving the tutor and student experience, and enhancing data security.

With these insights, we moved ahead with a plan to ensure future scalability and efficiency.

Bringing the CRM to life

Our solution was a cloud-based CRM that transformed the way AHA manages their operations. Working closely with the AHA team, we developed the following functionality:

• Cloud infrastructure – AHA’s old Access database was replaced with a modern CRM, eliminating the need for VPNs and remote desktop access.
• Automation – We integrated the website forms, so student data flowed seamlessly into the CRM, removing the need for manual data entry.
• Student & tutor portals – Personalised login areas for students allowed for easy registration and access to course materials, while tutors were able to access essential course information and logistical details, such as travel and hotel arrangements.
• Automation of PDFs – Documents, previously created manually, were now automatically generated and accessible via the CRM.

Delivering the solution

The CRM has been instrumental in saving time and streamlining processes at AHA. The addition of search tools, marketing integration, and Xero accounting system linkage has increased efficiencies, while a built-in messaging system has improved internal communication.

Additionally, we migrated the AHA website to a sustainable hosting provider using 100% renewable energy, improved site security through Cloudflare, and ensured compliance with up-to-date regulations by integrating a cookie management tool.

A future-ready system

With the new CRM in place, AHA has seen:

• Significant time savings – reduced manual data entry and less reliance on spreadsheets.
• Enhanced access for users – students and tutors now have a seamless, secure way to engage with course materials.
• Improved resilience – by shifting to the cloud, data is no longer at risk from reliance on single machines, and access is secure from anywhere.

AHA is now better equipped to scale, with the potential for future upgrades and continued improvements.

We’re thrilled to support their journey as they continue to deliver insightful art history educational trips.

Want to improve your internal efficiencies?

If your business is facing operational inefficiencies, contact us to explore how a tailored CRM solution could help streamline your processes. Get in touch via the form below.