Stay Social Discovery Call

Current System Overview

• Stay Social provides events, classes, and clubs for adults with intellectual disabilities and neurodiversity
• Two funding tracks exist through regional centers:
  1. Self-determination path (clients create their own budget)
  2. Social recreation path (traditional track with 6-month funding periods)
• Current client management involves manual processes across multiple platforms:
  • QuickBooks for client data, notes, and invoicing
  • Eventbrite for event registration using promo codes
  • Email for communication with clients/caregivers
  • Waiver Forever for waivers (recently switched for HIPAA compliance)

Key Challenges

• Client data scattered across tools; no single client 360 or clear funding status
• Manual creation and management of promo codes in Eventbrite
• Time‑consuming invoice matching across FMS emails and QuickBooks
• Limited ability to quickly find client information and funding status
• Time-consuming process to send notifications about events
• Manual onboarding process for new clients and unclear intake data destination

Proposed Direction

• Central dashboard with a unified balance ledger per client instead of multiple codes
• Automated confirmations, reminders, and changes via email and SMS
• Integrations with QuickBooks and Eventbrite using OAuth, backfill, and webhook‑driven sync
• Streamlined client onboarding process Intake form that populates client profiles and downstream systems

Implementation Options

• Build custom solution from scratch
• Use existing platforms/CRMs with automation tools
• Consider cost-effectiveness of each approach based on business size and needs

Action Items

• Spencer: Send tiered proposal with scope, timeline, and pricing by end of week
• Cathy: Share Self‑Determination vs. Social Recreation reference docs
• Spencer: Draft integration plan options (QuickBooks, Eventbrite, messaging)
• Cathy: Align training plan for new admin with launch

Next Steps

• Evaluate proposals and determine budget
• Decide whether to train current administrative staff before or after implementing new system
• Confirm intake fields and client profile data schema
• Connect QuickBooks and Eventbrite, run backfill, then enable webhooks
• Consider long-term scalability for potential expansion to other locations