Digital Marketing Audit

CARAS Workflow Automation

CARAS needed its adult and young-person intake journeys to work across Microsoft 365, Lamplight CRM and TextMagic. We designed the workflow automation and field mapping that connects each form submission with the systems used by its team.

CARAS Workflow Automation

A connected intake workflow

Two intake journeys

Separate adult and young-person forms, each mapped to the information CARAS needs.

Six connected platforms

Microsoft Forms, Power Automate, SharePoint, Make, Lamplight CRM and TextMagic.

A maintainable handover

Clear guidance for updating fields, checking mappings and troubleshooting the data flow.

Less repeated entry, a clearer intake process

The delivered workflow connects form submission, structured records, CRM data and contact information across CARAS’s systems. Staff can work with information in the tools they already use, while the automation handles repetitive transfer between them.

It is a practical example of business process automation in the charity sector: carefully scoped, documented and built around the people delivering the service.

If your team is copying information between forms, spreadsheets and a CRM, we can help you identify where a connected workflow could save time and improve data quality.

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Workflow automation built around the way CARAS works

We began with the existing intake process and the information CARAS needed in each destination. The adult and young-person journeys were rebuilt in Microsoft Forms, with a separate SharePoint list for each service.

Power Automate connects each form to its SharePoint list. Make then handles the onward CRM automation and communication steps, passing mapped information into Lamplight and TextMagic.

This approach let CARAS move its forms into Microsoft 365 while retaining the specialist tools already used by its team. The workflow follows the service, rather than forcing the service to fit a generic automation.

Automating intake data from forms to CRM

When an intake form is submitted, Power Automate retrieves the response and adds it to the relevant SharePoint list. Make then passes the required information into Lamplight CRM, while a separate scenario sends the necessary contact details to TextMagic.

Explicit field mapping sits at the heart of the integration. Each website answer is connected to a defined destination field and format, giving the team a clear route to follow when checking a submission or investigating a missing record.

The same automation pattern supports both intake journeys while keeping their data and operational purpose separate.

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A handover designed for future change

Intake questions change as services evolve. We documented how an update to a form should be carried through SharePoint, Power Automate, Make and Lamplight, including the checks needed after each change.

The guide also explains how to investigate an interrupted connection. It gives the team a practical starting point for locating the affected stage, confirming the mapping and testing the workflow again.

Keeping the data structured and the mappings explicit also creates a stronger foundation for future reporting or AI-enabled improvements, without changing the judgement-led support CARAS provides.

The challenge: connecting charity intake and CRM

CARAS supports refugees and people seeking asylum through adult and young-person services. Its intake forms collect the information needed to begin that support, while Lamplight CRM holds service records and TextMagic supports contact with the people using them.

The charity wanted to move its established intake journeys from Google Forms into Microsoft 365. Rebuilding the forms was only one part of the task: every answer also needed to reach the correct field in the correct system, without staff copying the same information between platforms.

We were brought in to design a reliable charity workflow automation that could connect form submission, structured records, CRM data and communications.

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