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Steegle.One Intranet for Google Workspace
Key Insights:
CRM Software
Healthcare Industry
Admissions Workflow Automation
A Fast-Growing Organization That Knew Its Problem
A Fast-Growing Organization That Knew Its Problem
Soar Autism Center's growth
Soar Autism Center's growth trajectory is remarkable. Founded in Colorado, the organization expanded rapidly to over 30 locations across multiple states, building a reputation for developmentally rigorous, play-based care underpinned by ESDM-certified clinicians. That's a difficult combination to pull off, most providers slow their clinical standards down when they scale this fast, or slow their growth down to protect them. Soar did neither, and that discipline on both the clinical and the business side is exactly why their operational infrastructure kept needing to catch up: they were succeeding faster than generic tools could keep pace with.
By the time Soar engaged Steegle, their leadership had already done the diagnostic work. They knew Monday.com had become the wrong tool for where they were going, and had identified the cost problem, the workflow fragmentation, and the absence of any real intelligence layer in their referral and intake processes.
That prior relationship mattered: Soar had already worked with Steegle on other Google Workspace projects, and came back to tackle the CRM knowing exactly what the team could build.
Steegle Develops CRM Solution for Soar Autism Center to Transform Healthcare Admissions
Steegle Develops CRM Solution for Soar Autism Center to Transform Healthcare Admissions
Unified Patient Records
Single governed referral record unifies intake data, clinical notes, and related communications into one source of truth.
Workflow Automation
Automated intake stages, escalation rules, and reminders ensure admissions move smoothly without manual tracking.
Role-Based Access Controls
HIPAA-aligned permissions set what coordinators, clinicians, managers, and administrators can view or edit.
Automated Intake Documentation
Apps Script auto-generates intake quotes, agreements, and onboarding documents, minimizing admin delays and streamlining patient onboarding.
Custom Dashboards and Reporting
Real-time visibility into referral pipelines, case statuses, and operational KPIs with configurable dashboards.
Referral Intelligence and GIS Mapping
Geocoded referral sources plotted against clinic locations, enabling data-driven outreach and expansion planning.
Collaboration Tools
Threaded communications and clinical notes tied directly to patient records, replacing scattered email chains.
Scalable Licensing Model
Built on Google Workspace, eliminating per-user CRM fees and scaling seamlessly with organizational growth.
Analytics and Insights
Centralized data supports tracking on referral trends, intake bottlenecks, and clinic performance.
What Soar Autism Center Says About Steegle
What Soar Autism Center Says About Steegle
The Challenge: Four Problems That Couldn't Be Patched
The Challenge: Four Problems That Couldn't Be Patched
Monday.com Escalating Costs Impacting Sustainability
An Unsustainable Cost Model
Monday.com was already costing Soar more than $70,000 a year by the time they engaged Steegle, and the pricing model was structured to get more expensive as the organization grew, with every new clinic and every new hire adding to the bill. On that trajectory, the bill was on track to climb past $100,000 a year. For a healthcare provider reinvesting aggressively in clinical capacity, that was money going in entirely the wrong direction.
A Flat Board That Could Not Show Individual Records
Monday.com is a project management tool. It was never designed to function as a clinical CRM, and that fundamental mismatch became increasingly visible as Soar grew. The platform's basic unit is a board row, a flat, table style entry with no meaningful capacity to represent the full depth of an individual patient or family record. Staff working an intake case could see a line item. They could not see a record.
To find out where a specific family stood, what calls had been made, which clinician was involved, what the referral source was, and what the next action was required scrolling across a wide board, jumping between views, and piecing together context that should have been visible in one place. It was time consuming and entirely misaligned with the pace of a busy admissions team.
A Setup That Had Outgrown Its Original Design
That growth brought its own complexity. As Soar scaled from a single Colorado location to more than 30 clinics across multiple states, the Monday.com environment evolved right alongside it, boards adapted, columns added, and automations layered on as new needs arose. It's a familiar pattern for any fast growing organization: the system that gets a company off the ground isn't always the one built to run it at scale. What Soar needed going forward was a single, consistent schema with clear ownership built in from day one.
Role based permissions were a related priority. A healthcare provider needs to define precisely what an intake coordinator, a therapist, a manager, or an administrator can see and do, distinctions that a general purpose project management tool isn't built to enforce. And the interface itself reflected the tool's original purpose: designed for tracking projects, not for the depth and sensitivity of clinical intake work.
Pinned Markers Showing Clinic Locations
Referral Intake Scattered Across Phone Calls, Fax, and Web Forms.
Fragmented Data and No Intelligence Layer
Intake referrals arrived through multiple channels: phone calls, fax submissions, and direct web enquiries, and none of these were connected. Staff manually re-entered data between systems, chased updates across disconnected boards, and worked without any shared real time view of where a family stood in the admissions process. The overhead was significant, and the risk of cases falling through the gaps was real.
Monday is a board tool. It was not built to route or prioritise referrals. There was no way to visualise where referrals were coming from geographically, no automated logic for routing and prioritising leads, and no structured framework for the specialist workflows such as escalation management, referring practice attribution, and clinical coordination that a behavioural health provider actually needs.
How Soar Autism Center Transformed Intake Operations with Project Runway to Streamline Clinical Workflows
How Soar Autism Center Transformed Intake Operations with Project Runway to Streamline Clinical Workflows
Steegle's starting point was architectural. This wasn't a case of exporting a Monday.com board and importing it somewhere else. The brief was to redesign how intake and referral data should move through the organization and to build something that would serve Soar not just today but as they continued to scale.
Workflow Integrating AppSheet, Google Apps Script, and Google Workspace Apps
The solution was built on three technical pillars:
Google AppSheet as the application layer, a configurable no code platform that could be tailored precisely to Soar's clinical intake workflows without requiring a bespoke web application build.
Google Apps Script as the automation engine, automating PDF generation for intake documentation and driving the logic that keeps records, notifications, and workflows moving without manual intervention.
Google Workspace as the infrastructure, keeping all data inside Soar's own secure Google tenant, eliminating external hosting dependencies, and ensuring HIPAA compliance was built in from the start.
Alongside the application build, Steegle led a substantial data migration process. Soar's existing client and referral records, spread across multiple state specific spreadsheets and legacy system exports, were cleaned, reconciled, and imported into a properly structured Google Sheets data model. This was not a trivial exercise. It required careful deduplication, schema mapping, and validation to ensure the new system launched with clean, reliable data from day one.
Steegle’s AppSheet Solution
Steegle’s AppSheet Solution
Runway is the admissions record and workflow for Soar's entire intake process. It manages the journey from first contact through to diagnostic assessment, giving every team member a real time, unified view of every case in the pipeline.
One System Consolidating Referrals from Multiple Channels
One Record, Entered Once
However a referral arrives, whether by phone, fax, or web form, it becomes a single governed record in Runway rather than a fresh row on a board. Staff enter it once, into a guided form built around Soar's own intake process, and every subsequent update, document, and conversation attaches to that same record. There's no more piecing a family's status together from separate boards and spreadsheets.
GIS Referral Mapping
Runway also puts AppSheet's built-in mapping tools to work. Steegle configured it to geocode referring practices against Soar's clinic locations and plot provider radiuses on a live map. This gave Soar's leadership something Monday.com never could: a geographic picture of where referrals are coming from, which practices are most active, and where outreach effort could usefully be focused.
GIS Mapping Tool Displaying Nationwide Clinic Locations
Workflow Automation Streamlining Patient Record Creation with Apps Script
Structured Clinical Workflows
Where Monday.com offered generic boards, Runway offers purpose-built clinical logic. Intake cases move through defined workflow stages with automated prompts, guided data entry, and structured escalation paths. Therapists and intake staff can communicate within individual case records using threaded replies, keeping clinical context tied directly to the patient rather than buried in email chains or chat logs.
Automated Documentation
Apps Script handles the generation of intake quotes, agreements, and supporting documentation automatically, eliminating the manual administrative effort that had previously added lag to the onboarding process and reduced the time staff could spend with families.
AppSheet Advantage Over Monday.com
AppSheet Advantage Over Monday.com
AppSheet Results in Action
AppSheet Results in Action
Project Runway didn’t just replace Monday.com, it redefined how Soar Autism Center manages admissions. By moving to a purpose built AppSheet platform, the organization unlocked measurable savings, streamlined operations, and gained visibility that generic tools could never provide. The results go beyond cost avoidance: they represent a structural shift in how intake data, clinical workflows, and referral intelligence are managed across a fast growing healthcare provider.
Cost Savings Achieved by Moving Away from Monday.com
$100,000+ Avoided in Annual Costs
Retiring Monday.com immediately freed the more than $70,000 a year Soar was already spending, and got them off a pricing curve that was projected to push that bill past $100,000 as they kept opening clinics. For a healthcare organization investing aggressively in clinical expansion, that's not a marginal efficiency, it's material capital redirected into patient care.
Efficiency and Growth Capacity, Beyond the License Line
The licensing figure is what's easiest to put a number on, but it's not the whole picture. Staff aren't reentering the same family's details across three boards and a spreadsheet anymore, that's real time back for the admissions team, not just a smaller invoice. And because Runway runs on Workspace licences Soar already holds rather than a per seat CRM subscription, opening the next clinic no longer carries the cost penalty it used to.
The platform scales with Soar's growth instead of taxing it, which matters more the faster they keep expanding.
A Genuinely Unified Intake Operation
Moving from no geographic visibility to a live, geocoded map of referring practices and clinic coverage gave Soar's leadership an analytical tool they'd never had before, a live picture of where referrals are coming from that they can now bring to outreach and clinic placement conversations.
Staff Already Lived in Google
Because the solution sits within Google Workspace, staff encountered a familiar environment rather than a foreign one. Onboarding was quick. The system felt like an extension of the tools the team already used rather than an imposition of something new.
Live Map Tracking of Clinics Nationwide
Benefits of Using Project Runway in Clinical Intake Automation
Benefits of Using Project Runway in Clinical Intake Automation
Streamlined Patient Journey
Families experience a smoother onboarding process, with every referral tracked consistently from first contact through diagnostic assessment.
Data-Driven Decision Making
Referral mapping and centralized intake data give leadership actionable insights into growth opportunities, outreach priorities, and clinic placement strategies.
Reduced Administrative Burden
Automated documentation and guided workflows free admissions staff from repetitive tasks, allowing them to focus on patient engagement.
Streamlined Patient Onboarding for Managing Health Records
Healthcare Professional Beside a HIPAA-Compliant Badge
Scalable Infrastructure
Built on Google Workspace, Runway grows with the organization without adding per-user licensing costs or external hosting dependencies.
Enhanced Collaboration
Threaded communications and role-based views keep intake coordinators, clinicians, and managers aligned, ensuring context stays tied to the patient record.
Compliance Confidence
HIPAA-compliant architecture and secure data governance provide peace of mind while supporting clinical operations at scale.
AppSheet Client Testimonial
AppSheet Client Testimonial
"Our goal was to move beyond the limitations of generic tools and create a ‘Domino's Pizza tracker’ for the clinical journey, a system that provides total real time visibility into where every child is in their onboarding process. By transitioning to a custom AppSheet environment, we didn't just gain a tool that understands our unique healthcare workflows; it also got us off a Monday.com licensing bill that was already over $70,000 a year and on track past $100,000 as we kept adding clinics. That money goes back into patient care."
Daniel Spiegel
Founding Partner
Soar Autism Center
"The transition to Runway has been a game-changer for the admissions team. Instead of fighting with a rigid table structure, we now have a clean, custom interface that guides us through every referral with consistent, automated prompts."
Allison Grant
Senior Manager of Admissions
Soar Autism Center
Frequently Asked Questions
Frequently Asked Questions
Why did Soar move away from Monday.com?
Why did Soar move away from Monday.com?
Monday.com is a general-purpose project management tool, and as Soar scaled to more than 30 locations, its flat board structure, escalating per-user pricing, and lack of healthcare-specific workflows made it a poor fit for a clinical intake operation. Soar needed a platform built around individual patient records, role-based access, and the specific logic of a behavioural health admissions process.
Is the new AppSheet platform HIPAA-compliant?
Is the new AppSheet platform HIPAA-compliant?
Runway runs on AppSheet, Apps Script and Sheets inside Soar's Google Workspace tenant. Those services are in scope for Google's BAA; Soar keeps PHI in that tenant and restricts access with role based views for intake coordinators, clinicians, managers, and administrators. That's the compliance design, it isn't a substitute for Soar's own HIPAA programme.
What happened to Soar's existing data during the transition?
What happened to Soar's existing data during the transition?
Steegle led a full migration of Soar's client and referral records, previously spread across multiple state specific spreadsheets and legacy exports, cleaning, deduplicating, and reconciling the data before importing it into a properly structured Google Sheets data model.
How are phone and fax referrals handled now?
How are phone and fax referrals handled now?
Every referral, whatever channel it arrives through, is entered once into Runway's guided intake form and becomes a single record, rather than being rekeyed across separate boards and spreadsheets as it moved through the admissions process.
What is GIS referral mapping, and why does it matter?
What is GIS referral mapping, and why does it matter?
It's AppSheet's built-in mapping capability, configured to geocode referring practices against Soar's clinic locations and plot provider radiuses on a live map, giving leadership visibility into where referrals originate that Monday.com never provided.
Does Project Runway replace Monday.com for everything, or just intake and admissions?
Does Project Runway replace Monday.com for everything, or just intake and admissions?
Project Runway was purpose-built for intake and admissions. Having seen the results, Soar has since commissioned additional AppSheet applications from Steegle for clinical performance management, employee appraisal, and an internal Google Sites intranet.
What did Soar save by making the switch?
What did Soar save by making the switch?
Retiring Monday.com freed up the $70,000+ a year Soar was already spending, and got them off a pricing curve that was projected to push past $100,000 as they kept scaling, without adding a separate per user subscription on top of the Google Workspace licences they already hold. That's before counting the staff time no longer spent reentering the same case across multiple boards, or the fact that opening a new clinic doesn't add to the software bill the way it used to.
Could a solution like this work for other organizations, including outside healthcare?
Could a solution like this work for other organizations, including outside healthcare?
The same approach, AppSheet as the application layer, Apps Script for automation, and Google Workspace as the secure infrastructure, applies to any organization that has outgrown a generic project management tool and needs something purpose built around how their teams actually work, whether or not they're in healthcare.
What's next for Runway?
What's next for Runway?
With referral and intake data now structured and centralized in one place, Soar is well positioned to apply Google's Gemini AI models to that data, surfacing patterns in referral sources, intake bottlenecks, and growth opportunities that were impossible to see across Monday.com's scattered boards. That's a natural next step now the underlying data foundation exists, rather than something already built.
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