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Problem
Fragmented systems risked growth and compliance
CryoFuture, a cryostorage and transportation provider for frozen specimens, faced significant operational friction as it scaled. Inventory tracking and client communication were managed through disjointed Google Sheets and manual outreach, creating inefficiencies, data silos, and growing HIPAA compliance concerns.
Clinics lacked a centralized way to log or access specimen data, and CryoFuture’s internal team struggled with consistency and visibility across workflows. As the business expanded, so did the risk of data fragmentation and system overload—especially with limited, costly options for granting external users platform access.
To sustain growth without compromising security or usability, CryoFuture needed a scalable, centralized solution that could streamline communication, improve data integrity, and support collaboration across internal and external teams.
Q1
Solution
SmartSuite secures and scales CryoFuture’s growth
SmartSuite became CryoFuture’s operational core. Guy quickly built out contact management solutions, linking them to customized inventory tables that allowed clinics to collaborate via shared dashboards and limited editor access. SmartSuite’s flexibility enabled Guy to replicate the Google Sheets logic—but with added security, structure, and automation.
They explored SmartSuite’s “Signature” plan options for long-term scalability, including light user pricing and branding customization. To ensure compliance-readiness, they initiated a move toward HIPAA-aligned usage and API-intensive automation, eventually targeting an upgrade to the Enterprise plan.
Guy highlighted how critical SmartSuite’s APIs and dashboards were to their operation: “I’ve really liked the API too. I’ve been using it for automated stuff, so I want to keep using it.”
Q2
Results
Unified platform enables secure, scalable expansion
CryoFuture now operates with a single source of truth for clinic collaboration, contact records, and automation logic. External clinics can be granted role-appropriate access without ballooning licensing costs, and API usage is tightly integrated into their workflow without risk of operational slowdown.
They’ve begun strategic planning around SmartSuite’s Enterprise upgrade, ensuring room for growth in user count, API calls, and record volumes—avoiding a potential rebuild or platform migration down the line.
As the organization moves toward full HIPAA compliance and branding customization, SmartSuite remains a flexible partner in scaling both operations and governance.
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