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Problem
Outgrown Tools, Disconnected Operations
Ratio Christi, a campus ministry with over 100 chapters nationwide, faced growing administrative complexity as it supported student and faculty engagement in Christian apologetics across diverse university settings. As the organization expanded its national footprint, operational complexity grew—but its internal systems couldn’t keep up.
Core data was spread across Salesforce, donation platforms, and accounting tools—none of which were designed for managing cross-functional projects or supporting geographically dispersed chapter operations.
The team’s previous work management platform, ClickUp, introduced more problems than it solved. New features often broke existing workflows, and key capabilities like automation, task templates, and dashboards failed to deliver on their promises. Without a centralized, reliable system to coordinate efforts between regional directors, field staff, and operations, collaboration suffered and oversight weakened.
To sustain its mission at scale, Ratio Christi needed a purpose-built platform that could unify data, streamline workflows, and support consistent engagement across its expanding network.
Q1
Solution
Rebuilding Mission Operations from the Ground Up
Paul Compton, the Director of Technology, was tasked with finding a scalable, sustainable platform. Ratio Christi adopted SmartSuite for its database-grade architecture and operational flexibility. Paul and Larry rebuilt their entire task and chapter management infrastructure using:
- Linked record relationships for chapters, tasks, people, and submissions
- Dashboards for field visibility, director-level oversight, and ticketing
- SmartSuite automations and external webhooks for integrations
- Embedded document and receipt storage for equipment management
The team also used SmartSuite’s robust communication center, formula builder, and dashboard permissions to create personalized user experiences.
“Looping was a game-changer for our task templates,” said Paul. “SmartSuite delivered what ClickUp never could.” Together, Paul and Larry implemented detailed user permissions, standardized project rollout processes, and even developed internal inventory solutions—all within SmartSuite.
Q2
Results
One Platform, One Mission, Full Visibility
SmartSuite became Ratio Christi’s centralized command center for chapter operations, onboarding, tech inventory, and support ticketing. The team eliminated dependence on ClickUp, spreadsheets, and disconnected tools. Chapter-specific dashboards now surface key tasks and communication logs, giving area directors at-a-glance control without needing to touch databases.
User adoption is on the rise, and the upcoming summer build-out will bring dashboards to every regional director. “What do you want to see at a glance?” is the guiding principle as SmartSuite becomes the default operational interface for the national nonprofit.
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