Nonprofit review of Bonterra Case Management Apricot Core helping to reduce homelessness
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Overview
What is Bonterra Case Management?
Case Management by Bonterra is a cloud-based solution for nonprofits of all sizes. It's designed to bring data to the forefront in order to bolster a nonprofit organization’s impact. Bonterra Case Management helps organizations to save time and resources because…
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What is Bonterra Case Management?
Case Management by Bonterra is a cloud-based solution for nonprofits of all sizes. It's designed to bring data to the forefront in order to bolster a nonprofit organization’s impact. Bonterra Case Management helps organizations to save time and resources because the tool makes managing data more…
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Product Details
- About
- Competitors
- Tech Details
- Downloadables
- FAQs
What is Bonterra Case Management?
Case Management by Bonterra is a cloud-based solution for nonprofits of all sizes. It's designed to bring data to the forefront in order to bolster a nonprofit organization’s impact. Bonterra Case Management helps organizations to save time and resources because the tool makes managing data more efficient, so that users increase the time spent delivering the mission.
Bonterra Case Management offers configurable forms and fields so organizations can customize their experience to their clients and mission. It allows nonprofit organizations to track what matters and follow clients throughout their entire lifecycle in a single, unduplicated record.
With Bonterra Case Management, nonprofits can ensure data integrity through functionality that tracks whether the data in the system is complete, entered correctly, and unduplicated. With drag-and-drop functionality and outcomes management capabilities, Bonterra Case Management helps nonprofit organizations transform more lives for the better.
Bonterra Case Management users get real-time access to their data to facilitate collaboration and insights into program performance. Those insights can then be shared by creating reports within the system to present to organization stakeholders, board members, and funders.
Bonterra Case Management Features
- Supported: Case Management
- Supported: Outcomes Measurement and Management
- Supported: Best Practice Forms and Reports
- Supported: Customizable Forms and Reports
- Supported: Participant Intake
- Supported: Secure Data Environment
- Supported: Smart Form Creation
- Supported: Mobile Compatibility
- Supported: Client Information Portal
- Supported: Client Communication Tools
- Supported: Automated Rules and Alerts
- Supported: Calendar Integrations
- Supported: Workflow Automation
Bonterra Case Management Screenshots
Bonterra Case Management Competitors
Bonterra Case Management Technical Details
| Deployment Types | Software as a Service (SaaS), Cloud, or Web-Based |
|---|---|
| Operating Systems | Unspecified |
| Mobile Application | No |
| Supported Countries | United States of America, Australia, United Kingdom |
| Supported Languages | English |
Bonterra Case Management Downloadables
- Data Sheet: An overview of the Bonterra Case Management comprehensive case management solution.
- Case Study: How ARCHS uses technology to empower their partners with resiliency, creativity, and flexibility.
- Case Study: How Communities in Schools of Tarrant county increased staff productivity and student success using technology that enabled efficiencies of case management data collection and reporting.
- Case Study: How Deaconess Nurse Ministry used technology to provide better service and improved data accuracy and availability.
- Case Study: How Employ Milwaukee utilizes technology to improve service delivery, and increase and manage funding more effectively.
- Case Study: How technology is used by the California, multi-service agency, First 5 Riverside, to empower partnerships that increase family resilience.
Frequently Asked Questions
Salesforce.org Nonprofit Cloud, Bonterra ETO, and ClientTrack by Eccovia are common alternatives for Bonterra Case Management.
Reviewers rate Support Rating highest, with a score of 8.8.
The most common users of Bonterra Case Management are from Small Businesses (1-50 employees).
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February 15, 2022
Apricot by Social Solutions - Powerful Tool for Non-Profits
It is used across all departments for Non-Profit Domestic Violence and Sexual Assault Victims. The departments include: Shelter, Crisis, Legal, Counseling, and Grant reporting.
- Build a customized solution to fit specific workflow
- Build customized reports to pull data from the system
- Customer support is very responsive.
- Workflow management (no way to remove in-process workflows)
- Signature component (make witness optional)
- Graphing could be enhanced to allow multiple yearly comparisons.
- CAPER reporting is very cumbersome
- The ability to complete grant reporting prior to the due dates
- The ability to start comparing yearly data to see the impact of the agency and where we should focus our attention in the community
- Ability for crisis staff to immediately have access to the client's information so they are well informed when they take a call. No longer having to search for paper files and review those paper records, prior to speaking with the client. This allows us to communicate much faster in a better-informed way.
- Ability to pull data quickly to help with new grants we apply for
- Ability for Legal to create their documentation while in court using their phones
- Ability to become paperless for all departments
The data we use helps us identify the areas in the community that we need to focus on. A few recent examples are the need to focus on Human Trafficking education and identification, teen sexual assault, the effect COVID-19 has had on those in abusive relationships. We have recently started a new community service department that is using the Apricot data to determine where to create satellite facilities.
Yes, we have been able to increase the number of grants we can apply for due to the data being available to show the justification for those grants. Our donor funding has increased dramatically due to being able document our service data.
Used FamCare, but never made it through implementation. Also had Out Client, and also never made it through that implementation.
We have a medical advocate program and a Lethality Screening program. Both of these are used in Apricot and are setup for the ability of our crisis center to due outreach at specific times with these clients. They have the ability to know when and what the last outreach outcome was. This has increased our program participation for all services.
We moved our entire staff to work from home. Since Apricot is Web based their were no issues in continuing our work. The challenges we had with Apricot were around the ability to send out our surveys and consent forms using the web based forms. It was too hard for the clients to complete. Our survey return rate dropped drastically. It would be nice to have a cleaner way to get this types of forms to clients. We do not use Connect as our clients can not afford to be exposed using a system by the abuser.
We did have to change our counseling sessions and Crisis interventions to be virtual using Zoom.
We did have to change our counseling sessions and Crisis interventions to be virtual using Zoom.
The data has helped us apply and obtain new grants in different areas then we have before. We have used the data to help us determine what communities need our services but are not able to obtain them. The fact that we have all departments using Apricot allows a full picture of the client for any of our departments staff. The ability to work with that client has become more informed and more efficient.
We have numerous bulletins (reports) that display on the user's home page. Client appointments, Lethality Outreach Schedule, Medical Accompaniment Outreach Schedule, Clients approved or attending group counseling sessions, clients that need to be added to the counseling waitlist. This gives staff one place to go to see what tasks need to be completed and easy access to the records.
We have number of aggregate reports that help out with our funding amounts and our Counseling sessions.
We have number of aggregate reports that help out with our funding amounts and our Counseling sessions.
50
Crisis/Hotline
Medical Advocate
Shelter
Legal
Counseling
Grant Reporting
Community Services
Medical Advocate
Shelter
Legal
Counseling
Grant Reporting
Community Services
2
To build out the system, the person needs to have a computer science background with database knowledge, ability to construct forms that will be both user friendly and obtain the correct data points needed. They also need to think outside the box and develop ways of obtaining data that has not been thought of before. They need to have excellent communication skills to help guide the end users.
- Full Client Intake for Crisis and Legal (could be 30+ forms based on the case)
- Pulling the needed reporting data for over 50 grants
- Begin using case management with our community services department
- Using reporting to document outcomes to increase support and funding
- Client Appointments - Allows staff to know who has an appointment, who has canceled and who is a repeated no-show.
- Aggregate reports that show each staff members funding allocation and if they are meeting the funding assignment. This is critical for grant funding.
- Connecting the legal department to the crisis department once they are cleared from any conflict checking
- Connecting forensic exam clients to legal staff via easy access to legal calendar for appointments
- Creating the semi-annual lethality report, pulling the data from Apricot and manipulating in a spreadsheet to conform to the required output. Use to take staff member 2 to 3 weeks, now it is about 1 hour
- Ability to have staff document assigned tasks time spent for management review
- Case Management
Yes, there is a need to have access to support without a limited number of case openings.
Yes
I have reported issues but the communication of when they are resolved is not always received.
I recently had an aggregate report that was no longer working. I was not able to determine why as no changes had been made to the report. The support specialist was able identify the issue (a apostrophe in the name field) and resolve the issue quickly.
- Building Forms
- Building reports
- Workflows
- Data Entry
- Searching
- User maintenance
- CAPER and APR report
- Secure Web Forms
Yes
We currently do not use it has we have forms with functionality the mobile solution does not support
Our non-profit organization uses Apricot by Social Solutions to manage data for the entire organization. What I really love about it, is that I am able to customize it to meet the needs of multiple programs within our organization and that it is flexible enough to grow as we do. In addition, I can design reports that inform the work of our frontline staff and increase their buy-in and support of the required data collection. Our end of year reporting as an organization, as well as data collection for various grant funders has been much improved. Training, resources, and technical support are all excellent, would highly recommend this software to any human service agency/non-profit.
- Site administrator is able to custom design forms and reports to organizational needs.
- Excellent training, resources, and technical support.
- Case management framework for human service-oriented organizations.
- Some features, such as aggregate reporting and are add-ons with an additional cost.
- As a relatively new organization (less than 5 years old), our last annual report was compiled by hand and from multiple manual spreadsheets and tracking forms. Nevertheless, it did not adequately capture all of the clients we served in any capacity. With Apricot implementation this year, we were able to report on serving over 200 clients and to give specific outcomes and data related to those we served, not just for specific programs but for the organization as a whole.
- Any human service agency can tell you that the needs of their clients change over time. While we could give anecdotal evidence of those trends before Apricot, we can now collect and track, in real time, data to inform any organizational shifts we will need to make to meet those needs.
We have not yet had Apricot long enough to achieve this benefit.
At the end of 2018, for the first time we had aggregate data from an organizational standpoint. We have recently used that reporting to apply for funding but it is too early to tell if it has had an impact.
I was not personally involved in choosing Apricot but know that our ED spent 2 years researching, comparing, and trying other software before choosing Apricot. I have used Cap60 in the past and did not feel that it was able to meet the needs of every program operated under that particular Community Action Agency's umbrella of services.
We have used the connect features of Apricot Core (in conjunction with other software) to create a remote intake process that we utilized during the COVID-19 shutdowns. Applicants and community partners making referrals were able to express interest in our programs through a link provided on our website, which then populated into Apricot. We held Zoom information sessions wherein a student could learn about our offerings and submit an application in the same manner. Without these capabilities, recruitment would have ground to a halt. Likewise, once a student was enrolled in a virtual program during the shutdown, they could complete forms and surveys sent to them via connect to also populate directly into Apricot.
I answered this a bit in my previous response. We did hybrid services that often started remotely, moved to in person (to hand out and train our youth on the technology) and then moved back to remote. Staff were also working remotely and Apricot was essential to communicating shared client information during this time. Email triggers and Rules and Alerts really enabled us to share information in real time.
At this point in our Apricot implementation and Organizational journey...Apricot is a tool primarily for data collection related to connecting with and communicating about clients and reporting our outcomes. Translating that data to usable insights is a next level goal.
One small way we have begun using Apricot in our decision making is in determining client eligibility for services. We can report out on whether or not the client meets all of our criteria and has all of the required documents and hold meetings to then determine if they will get invited to enroll.
The entire design framework of Apricot is from a case management perspective. There are several features of Apricot that are very impactful
1. Connect
- To drive virtual intakes
- To drive client communication
2. Schedule
- Allows users to integrate Apricot with their most used calendar (Gmail, Outlook, etc.) to schedule client appointments and follow up directly in Apricot software
3. Classes and Terms
- Track client attendance with robust features and reporting
4. Bulletins
- Used to create a dashboard that assists users with tracking and completing case management tasks
- Can be used for Organizational updates
5. Referrals
- Transferring a client from one program to another within your organization is faster and more efficient
- Drag and drop report creation
- Drag and drop form creation
- Searching/Data entry
- Can have multiple Apricot tabs open simultaneously to compare/transfer information
- Can't delete, only deactivate forms and certain fields on forms once published
- Trying to create complex reports with multiple limit sections for filtering results often causes errors
- Aggregate reporting
Yes
It is configured to have a mobile friendly interface. My users have not reported any issues.
July 20, 2020
New User and Program
Our organization is using Apricot primarily as a case management database for our resident services program. Additionally, resident services will be utilizing it to track participation and outcomes of other group programs and events. In the future, we are hoping to potentially utilize it as a donor database as well.
Our resident services program is fairly new and still being developed. Apricot gives us the tools to track our work with residents all in one place without being tied to paper documents and physical files. It allows us to develop reports to provide our partners and donors. The database will possibly help attract more funding.
Our resident services program is fairly new and still being developed. Apricot gives us the tools to track our work with residents all in one place without being tied to paper documents and physical files. It allows us to develop reports to provide our partners and donors. The database will possibly help attract more funding.
- Apricot's sales staff are very informative and professional. They work at the pace of the organization without pushing a sale, but instead, providing feedback and assistance in making a final decision.
- I appreciate that you are provided with a decent amount of initial users (10), which can be cost effective to smaller organizations that can't afford to necessarily pay per user if they only have a few staff members using it.
- The ability for participants to access and complete forms online has been particularly helpful during the COVID-19 pandemic. In general, just being able to access all of our residents' data remotely has made the immediate transition to working from home much easier.
- It would be helpful if you could 1) reassign tier two forms, and 2) replicate forms or create custom templates to reuse.
- Tracking attendance and scheduling functions are very challenging to navigate and add to forms.
- The initial training felt very unstructured. We weren't given a lot of information on what to expect ahead of time and then we were left with little guidance on how to actually best utilize the training, especially for organizations building a new program vs. moving existing documents online.
- We are entering into a new partnership that will be paying us for providing resident services to our buildings. This arrangement comes with more intensive reporting commitments, which Apricot will allow us to do more easily.
- Our program is still new, but as we apply for more grants the reports Apricot can provide will be essential.
Our program is still new and being developed. But, we have a set amount of families in our 14 buildings that we can provide services to. Apricot will allow us to better track how successful we are at reaching out and working with our whole population.
We have been able to secure funding from a new partnership because we have the reporting capabilities now to track our work. We only got Apricot this year, and therefore, we haven't seen a lot of change yet. But, we hope that we will be able to secure more funding through reporting and documenting our program's success. Additionally, we hope that we can develop it to become a donor database as well.
- CaseWorthy and Penelope
When doing research for a case management system I looked at a variety of options including some not in your list (Charity Tracker, Sumac, and Notehouse). In the end, the decision was between Apricot and CaseBuddy by CaseWorthy. Ultimately, a large part of the decision came down to the accessibility and helpfulness of Apricot's sales team. Additionally, CaseBuddy had just been released and we were concerned with going with a brand new database system. Otherwise, the functionality of the two seemed very similar.
2
Currently we only have two users. I am the primary administrator and user. Whereas our Tech and Compliance Manager is an additional administrator to allow access to reporting functions and ensure someone else is familiar in using it.
1
I am the primary administrator. We did have an intern at the beginning of the year that utilized the system as well. I supported her in training and problem shooting, and this will be my role with future users as well. I was the key player in the implementation process and I have been the one building out the database. So, I hold the most inside knowledge. My background in working with similar systems helps me navigate and troubleshoot.
- Case management
- Program/Event Evaluation
- Reporting and data tracking functions
- Remote access to data has been even more important than ever with COVID-19.
- The function that allows clients to access and complete forms.
- We would like to eventually build a donor database.
No
- Price
- Product Features
- Product Usability
- Product Reputation
- Positive Sales Experience with the Vendor
- Analyst Reports
Cost and functionality were most important to us as a small nonprofit developing a new program. We wanted the most bang for our buck, but also a quality product. Additionally, as we add more staff there is room for us to grow with the program.
I would have requested more information on what the initial training and implementation process was like.
- Implemented in-house
No
Change management was minimal
- We are building a new program and did not have existing documents to use as templates.
- We realized near the end that our forms were not set up or organized in a way that matched what we wanted.
- I thought the process would be more directed, and had a challenging time knowing how best to utilize my time during the implementation meetings.
- In general, the basics of form building are easy to grasp.
- Once the forms are completed and the system is built out, it is pretty easy to go through workflows.
- Tracking attendance and scheduling functions are difficult to use.
- Search features are sometimes complicated.
Yes, but I don't use it
November 27, 2018
No more Excel Spreadsheets!
We use Apricot across the whole organization. Apricot is our client intake, volunteer management, staff, and donor data source.
- One system for all that we do.
- I can redesign forms as programs change without waiting for a technology personnel from Social Solutions to help. Social Solutions is there if I need assistance.
- I can generate my own reports without having to conform to someone else's template.
- The email function is difficult and cumbersome.
- Apricot has done more than what I have expected and it continues to provide what we need for reports and information on our clients.
No more Excel spreadsheets that take hours to configure to get the data we need for our grantors.
I purchased Apricot in hopes to obtain a significant grant with the United Way. Due to my database, I have been able to obtain additional grants that were impossible before having Apricot.
I used Powerchurch (a system that was in place before me becoming the Executive Director) and excel spreadsheets. In other words, a hodgepodge of products to get what we needed which was not very accurate. I have been delighted with Apricot for the past 5 years and just signed a contract for another 5 years.
10
Staff and volunteers conduct client intake and reports
6
Very basic skill set is required to operate Apricot
- Client Intake
- Donor in-Kinds
- Volunteer management
- Our In-kind donations
- I would like to see the email section enhanced for better productivity.
No
- Product Features
- Product Usability
Product usability was the key to my decision making. I like the fact that I can customize my own forms and reports.
I wouldn't change anything
- Implemented in-house
No
Change management was minimal
- I did not integrate data so there were very little issues encountered.
No
Cost
No
Everytime we call they go out their way to help
- Form Design
- Custom Reports
- Email
No