Sample[Client] · Technology & Data Discovery

The current-state data ecosystem map

Six data streams move through 20-plus tools for a 1,415-member network, and many connections between them are carried by hand. This map shows how data moves today.

20+active tools in the stack
6data streams to track
1,415+member businesses
3person team
Trace a workflow
Manual hand-off Native integration Wished-for, doesn't exist Gray = assumed, not yet confirmed
Categories

The six data streams

Member
Join Now, attendance, engagement, Circle, surveys — Google Sheets database
Donor & Partner
Gifts, pipeline, MOUs, renewals — Airtable
Consumer / Public
Newsletter, purchases, social, traffic — Mailchimp
Event / Programming
Registration, attendance, feedback — Tally, Circle, Zoom
Financial
Revenue, expenses, grant drawdowns — Square POS exports, internal sheets
Impact
Success rates, jobs, procurement wins — compiled by hand

Pain points

Onboarding one member touches four systems. Join form → Sheet → Google Group + Circle invite + map update, each step done by hand.
Event promotion is replicated across eight platforms. A single change must be re-posted manually to each; 39+ events in FY26.
Member tier is self-selected, then corrected by hand. Members pick a tier on the join form; Tracey re-sorts them in the grid. The rules are deterministic, so the form should route them automatically.
Consumer data is merged by hand. Emails from Mailchimp, Square POS, and Toast are compiled into a "Donor Consumer Data Master" spreadsheet, separate from Airtable.
Donor & partner comms live in Gmail. Relationships are tracked in Airtable by one person; every email, call, and thank-you is logged by hand or lost.
Business status is unreliable. Members rarely self-update; Google Maps stays more current than internal records.
Airtable is at capacity. The active donor/partner tracker is maxed out on its free plan.
Donations are re-keyed and re-categorized by hand. Small gifts flow every.org → Stripe, but the fiscal-sponsor firm manages the every.org↔Stripe connection and RH is view-only, so mis-tagged transactions (e.g. event wine buyers logged as donors) get re-entered into a spreadsheet with custom categories by hand. every.org sends one generic charitable-giving receipt only.
Reporting is manual. The Frieze LA partner report and matching members to FIFA / NFL procurement each took days of cross-referencing by hand.
Project & board tracking is duplicated. Grants and tasks live in Airtable, the board summary is hand-copied into Trello, project/task tracking runs in a separate Google Sheet, and a parallel Word doc is kept alongside — the same items get entered several times over. Board governance (bylaws, legal, new-member onboarding) is tracked separately in a Tally form.