The nonprofit sector has plenty of unique challenges, from donor engagement and fundraising to program management and service delivery. Running a successful nonprofit means more than offering valuable programs - it also requires having the right tools to support growth, accessibility, and operational efficiency.
When one nonprofit organization found its legacy systems were holding them back from serving their growing community, they knew it was time for a change. Here's how partnering with DB Services and implementing a custom solution helped them scale their programs, reduce administrative strain, and stay true to their mission of accessibility and inclusion.
The Challenge
This nonprofit organization offered hundreds of classes and programs annually, serving nearly 14,000 students. As demand for its programming grew in recent years, so did the need for a more resilient, scalable digital infrastructure. The organization was falling behind the pace of its evolving mission.
Legacy registration software was unable to support their “contribute what you can” pricing model, a core element of the organization’s commitment to accessibility.
Their current software frequently crashed during peak registration periods, leading to frustration among students and lost revenue.
Administrative bottlenecks, like paper-based attendance tracking and manual financial processes, took staff significant time away from community-focused work.
The Solution
The nonprofit organization partnered with DB Services to design and implement a custom, cloud-based application to manage courses, classes, instructors, students, registration, and payments. The goals were to reduce system strain, enable flexible pricing, and improve administrative efficiency.
Core Features
High-Volume Queueing System
Implemented a queue-based workflow that absorbs traffic spikes without crashing the site, ensuring smooth, uninterrupted access during peak periods.Flexible Pricing Engine
Enabled students to register for classes using a “contribute what you can” model, removing a key barrier to participation and becoming the first organization in the nation to offer such a pricing model.Attendance Tracking Integration
Replaced paper rosters with digital, class-level attendance features accessible by teaching artists and staff.Accounting Integration
Financial data now flows directly into their accounting system, eliminating manual data entry and reducing errors.
The Results
Since the platform’s rollout, this nonprofit organization has seen measurable improvements:
Zero crashes during peak registration times.
Spring term had 2,078 registrations in a single day.
Fall term had 1,193 registrations in a single day.
Handled 600 registrations in one minute without performance issues.
Reduction in administrative workload related to class management, allowing them to run on average 50 classes a term without hassle.
Improved accessibility for the community with the “contribute what you can” functionality.
Real-time data visibility for program directors and administrators, enabling quicker insights and planning.
Conclusion
By replacing their outdated software with a custom system built for their specific needs, this organization not only improved efficiency but also deepened its commitment to accessibility and community creativity. DB Services was glad to have the opportunity to be a part of helping them achieve their mission.
Is your current solution not meeting your needs? DB Services can help! Contact us to discuss how we can build a custom application or website that works for you.
DB Services is proud to be part of the Pledge 1% movement, a global initiative encouraging companies to give back to their communities. As part of this commitment, we’ve pledged 1% of our time and 1% of our profit to support nonprofit organizations that align with our values.
