The outcome
- Application response time is materially faster.
- Petfinder listings always match the live roster — no more orphaned profiles.
- Volunteer onboarding to the new tooling took under an hour.
The challenge
The team was retyping the same data from forms into spreadsheets, and from spreadsheets into Petfinder. Rescue intake, foster applications, adoption applications, and donor flows all lived in scattered JotForm forms with no central routing, and the public website didn't reflect live adoption availability.
How we did it
- Restructured the JotForm portfolio: consolidated overlapping fields, standardized naming, and added conditional logic so each form captures only what's needed.
- Built a Node.js website with webhook listeners that route each submission — adoptions to the volunteer queue, fosters to the coordinator, donations to the finance ledger.
- A live Petfinder widget updates from the same canonical record the team maintains.
- Simple admin views let volunteers triage applications without learning a CRM.