Vista Del Mar

Building a powerful Salesforce solution to enable their work.

As a new and fast-growing program working with refugee minors, Vista Del Mar urgently needed a case management solution to meet federal requirements and track sensitive data. Partnering with Passion Fruit Partners, they built a powerful Salesforce system to replace manual spreadsheets, eliminate duplication, and support safe, efficient service delivery. The platform has improved compliance, saved time, and helped humanize data for a team supporting hundreds of children and families.

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Pain Points

2X

Double-keying information.

25+

Different systems, spreadsheets holding information.

0%

None of their data could be used on the go, in the field.

“Before Salesforce, reporting was a huge amount of work. We had no central system. It would take hours after work just to ensure that clean data was being used and compile reports.”

Gardenia Cuadra-Cuellar

Program Manager, Vista Del Mar

The Challenges

The team wanted to bring in a new system to remove:

Manual Data Tracking and Inconsistencies

Dozens of Excel sheets with multiple tabs led to human error.
Lack of a centralized system meant duplicated work and disjointed workflows.
No QA role initially to spot or correct errors.

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Complex Reporting Requirements

Quarterly and annual reports took days to compile due to scattered data.
Case milestones and services were tracked manually across multiple platforms.
Data had to be cleaned, formatted, and filtered for compliance audits.

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Double Entry Across Systems

ORR (Office of Refugee Resettlement) introduced its own Salesforce portal.
Vista staff had to duplicate entries between their internal Salesforce and the ORR system.
Legal restrictions prevented direct integration.

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Disconnected Tools and Limited Access

Data was stored in SharePoint, Teams, desktops, and other systems.
Field staff couldn’t easily access policies or records on the go.
Information was difficult to find in real time.

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Security and Trust Concerns

Sensitive data on refugee children required robust, secure infrastructure.
Staff needed confidence in data privacy, access controls, and audit trails.

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The Solution

Passion Fruit Partners worked hand-in-hand with Vista Del Mar to design and implement a Salesforce solution tailored to federal requirements, field workflows, and security needs. While ensuring the solution was set up to save the team lots of time, and could enable them to spend more time doing the work that would free them up to do more for the children they supported.

Digitizing Case Management

Government-mandated forms now live inside Salesforce as digital records.
All case notes, demographic data, and milestones are stored in one system.
Secure attachments and templates simplify documentation.

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Automating Tasks and Reporting

Automated workflows trigger reminders and next steps based on case status.
Built-in dashboards and filters enable fast, clean reporting.
Contact notes and summaries are logged and standardized.

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Empowering Remote Work and Built for Security and Scale

Staff can access Salesforce from anywhere: at home, in transit, or after field visits.
Policies, partner information, and past records are now easily accessible in real-time.
Shield and person-account hierarchies ensure tight access control.
Platform mirrors Vista’s structure and complies with ORR guidelines.
Ready to scale as volume increases.

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Impact

1 Week

To Minutes. Reporting time cut drastically.

300+

Children supported across two programs.

100%

Of their impact tracked and visible in one system.

Salesforce has transformed Vista Del Mar’s operations. Reports that once took a week now take minutes. Every piece of case data, from services to caseworker notes, is accessible in one secure platform. The team can work remotely, access resources in the field, and demonstrate compliance at any time. Most importantly, the system brings visibility and humanity to every child’s story.

Time Saved and Streamlined Operations.

Reporting that took 20+ hours now takes minutes.
Staff no longer waste time locating documents across systems.
No more late-night work to prep quarterly reports.

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“Salesforce has lifted a huge burden. We used to lose sleep over compliance reports. Now it’s just a few clicks.” – Gardenia Cuadra-Cuellar

Improved Accuracy and Compliance

Team members can now catch and resolve issues in real time.
All data inputs are standardized and validated.
ORR audits and internal reviews are faster and easier.
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“We used to double-check that we’d not missed things. Now, we know where every case stands.”

Empowered Staff and Culture Shift

Field teams are confident using the system.
Chatter and templates foster collaboration and consistency.
The tech-savvy admin assistant leads continuous improvement.

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“We were scared at first, what a new system would be like, and what our partner would suggest. But now thanks to PFP, the system supports us every step of the way.”

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Humanizing Case Work

Staff can visualize progress and outcomes.
Case journeys are tracked with clarity and context.
Numbers become stories, not just data.

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Increased Data Confidence

The ability to see all information from anywhere means staff can work in the field with a 360 degree view of all information
There is now one central source of truth
Team feel more confident using their data and are able to be even more productive
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“Seeing a child’s whole journey in one place reminds us why this work matters.”

Bringing Humanity and Efficiency to Children-Centred Refugee Care

About the Charity