LevelShift Saved Two Hours for each Program Instance with Sales and Experience Cloud Expertise

Our client provides environmental education programs for residents at national park campuses, hosting thousands of students and educators annually. For an organization of this scale, assigning lodging is a mission-critical operational process that directly impacts program readiness, safety, and the overall participant experience.

Our client faced significant operational bottlenecks due to a fragmented, mostly manual lodging assignment process. The absence of a centralized system led to data silos that hindered the management of hundreds of school groups across multiple campuses.

Key challenges included:

• Manual, disjointed workflows: Lodging assignments depended on shared spreadsheets and disconnected data sources, increasing the risk of human error.
• No real-time visibility: Operations teams and group coordinators lacked a unified view of unit and bed capacity, limiting their ability to plan or make quick adjustments.
• Operational inefficiency: Staff spent excessive time reconciling data across schedules instead of focusing on program planning and execution.
• Limited transparency: Without a single source of truth, accurate communication suffered, weakening coordination across campus programs.

These issues had a serious impact. With hundreds of school groups managed each year across multiple campuses, even minor data inconsistencies can trigger cascading scheduling delays, unsafe bed allocations, and constant last-minute firefighting.

To modernize the lodging management process and provide a unified, real-time operational view across campuses, we implemented a centralized lodging management system. This solution brings all lodging data, assignments, and workflows into a single platform, replacing manual spreadsheets with a reliable source of truth.

The following solutions were implemented:

• Campus and lodging unit management: Established a digital inventory of all lodging resources (cabins, tents, and dorms) with details on bed configurations, total capacity, and real-time status, such as maintenance or seasonal closures.
• Centralized capacity visibility: Developed dashboards and reports that provide real-time insight into total campus capacity, occupancy rates, and available spaces to support better operational planning.
• Direct lodging allocations: Enabled the Operations team to review capacities and allocate specific lodging blocks directly within Salesforce, ensuring all assignments are controlled and auditable.
• Automated coordinator notifications: Implemented automated alerts to inform group coordinators once their lodging has been allocated, providing them with accurate details on assigned units and capacity.
• Participant-level assignments: Created a user-friendly portal where Group Coordinators can view their allocated units and assign individual participants to specific beds while the system automatically prevents over-booking.
• Real-time operations monitoring: Provided the operations team with full visibility into participant assignments and school-level allocations as they happen, allowing for immediate oversight of any changes.
• System validation and automation: Built-in rules and automation keep campus-level metrics in sync and prevent assignments to inactive or under-maintenance units.

The solutions transformed operations by centralizing data and providing real-time visibility across campuses. By automating workflows and moving assignments to a guided portal, the organization achieved the following measurable benefits:

• 70% reduction in manual data handling: Eliminated the need for spreadsheet-based tracking by consolidating all lodging units, capacities, and assignments into a single source of truth.
• 50% faster lodging allocation cycles: Operations teams can now allocate resources directly against program records with automated capacity checks and real-time availability.
• 60% reduction in assignment errors: Automated validation rules prevent overcapacity and duplicate assignments, eliminating the risks posed by manual entry.
• Up to 2 hours saved per program instance: Group Coordinators now complete participant assignments through a guided Experience Cloud portal instead of reconciling multiple spreadsheets.
• 100% real-time visibility into occupancy: Staff can now see campus, unit, and bed-level availability instantly, allowing for immediate decision-making rather than waiting for weekly updates.
• 40% improvement in cross-team coordination: Automated notifications and centralized records keep all departments aligned and informed throughout the planning process.

These improvements delivered a more efficient and scalable lodging process that supports smoother program delivery. By eliminating manual tracking, our client can increase program volume without increasing staffing load, improve overall readiness, and minimize last-minute operational risks.