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Problem
Growing Client Needs, Fragmented Systems
Parsons Counseling is a play therapy center serving both children and adults with a focus on anxiety, depression, trauma, ADHD, and working with autistic clients. As the organization expanded to support approximately 800 active clients—plus many more former clients still in the system—its operations struggled to keep pace with growing complexity. Internal processes relied heavily on a patchwork of disconnected tools and spreadsheets.
While timesheets were managed across multiple spreadsheet files with extensive tabs, other critical workflows were also dependent on spreadsheets. These included tracking client messaging and records requests, managing client assignments per practitioner, overseeing intern progress, processing job applications, and supporting marketing efforts. The sheer volume of files created inefficiencies, redundancy, and increased the risk of manual errors. The team lacked centralized, secure access to information, automation for recurring tasks, and real-time insights into client intake, treatment progress, and team performance. Backend functions like payroll also faced hurdles, as timesheets were not natively integrated with ADP.
Q1
Solution
SmartSuite as the Central Nervous System
To address these challenges, Jeff implemented SmartSuite to re-engineer the organization’s operational infrastructure. Custom solutions were designed for each department to streamline workflows and reduce dependency on fragmented systems.
Key features included:
- Client Managers tailored for each service line (counseling, medication management, case management)
- Timesheet module to track clock-in/out, PTO, and user-specific pay rates
- Recurring task logic powered by formulas to automate monthly workflows
- Mileage tracking linked directly to corresponding days within the timesheet
- Role-based dashboards for counselors, admin staff, and the front desk team
- Referral management tools with built-in criteria checks, internal notes, and approval flows
- Record merge automations to eliminate duplicate client entries during form submissions
- Archiving and alert systems for maintaining clean records and notifying staff of due dates
Although ADP remains the external system for payroll, SmartSuite has brought structure and automation to the timesheet side, simplifying handoff and reducing manual reconciliation.
Q2
Result
Streamlined Operations, Empowered Teams
SmartSuite now supports all core operations at Parsons Counseling. Team members engage with focused, role-based tools—whether managing caseloads, reviewing policies, or generating reports.
Key outcomes:
- Entire operations centralized and digitized in SmartSuite
- Over 100 recurring records per month now created automatically
- Accurate, streamlined timesheet processes—ready for ADP export
- Staff empowered by clean dashboards, filtered views, and intuitive workflows
- Improved visibility into client needs, compliance status, and team performance
Parsons Counseling has transformed its operational model from fragmented to fully integrated, allowing the team to focus more on care and less on chaos.
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