Matching solution for Takecarebnb
Takecarebnb matches refugees and host families. A very timely topic, especially now with the ongoing situation in Ukraine. Ukrainian refugees are matched with registered host families. Because of this new situation, there was a huge increase in applications (30,000 in 1 month!) and thus an extremely high need to scale with smart IT solutions.
Issue: matching supply with demand
The overall issue was to bring together supply and demand in a best-fit match. In this case, a match between a refugee and a host family. There was a basic Excel document with some sort of algorithm that already facilitated partial matching results. However, working with a whole group of people in an Excel at the same time, with everything constantly changing is not doable. Moreover, Takecarebnb wanted to include more variables such as geo-location and a distance calculation. Could Tactick think along with this, preferably in the very short term? The answer, of course, was ‘YES’!
Solution
In Zoho CRM, we built a data structure that suited the issue. We also built a visual pop-up (a widget) in which the match results become visible, and where you can click through and select. Behind this widget we programmed the matching algorithm. This included careful consideration of the limitations of the API, numbers, optimization and speed, etc. For Takecarebnb, this meant matching results at the push of a button. From Excel solution to a scalable business enterprise solution. About 100 matches are made per week and this number is still growing.
Tactick works meticulously, is proactive and thinks along with the (future) challenges of the business.
More Zoho apps in use
In addition to Zoho CRM and the matching process, we also implemented other apps from Zoho at Takecarebnb. For example, they use Zoho Forms, as well as Zoho Desk. They ran into specific challenges with these apps as well, such as: Can you display information from a custom module of the CRM, quickly and easily in Zoho Desk?
We will show another widget, this time within Zoho Desk. An interesting feature that many Zoho customers don’t know about. It is a widget within Zoho Desk (customer support tool) that displays custom information from Zoho CRM (custom modules + associated notes and emails).
What does the customer say?
“In the past 5 months, Takecare has contacted and screened 30,000 potential host families by phone. We made 644 matches and 1,400 Ukrainian refugees were placed with host families. We now place more than 100 refugees with host families every week. To put it in perspective, in all of 2021, we placed 165 refugees.
This massive scale-up would never have been possible without the efforts of our Zoho partner Tactick. With their expertise in automation, matching algorithms and the broader range of Zoho applications, we were able to rapidly develop our Zoho infrastructure and make these numbers possible. Tactick works meticulously, is proactive and thinks along with the (future) challenges of the business. When necessary, they work until 2 a.m. to complete a migration project. Tactick therefore receives our highest possible recommendation.”
Lead IT en BI, Takecarebnb
