Case Study

Enterprise Enquiry Planner & Community Management Software

A prominent community organization struggled to track a massive daily volume of contacts, programs, and facility enquiries across disconnected legacy systems. This fragmented approach caused missed follow-ups, duplicate data entry, and zero real-time visibility into their operations or finances. To undergo a digital transformation, they partnered with Artesian Software Technologies to build a centralized platform.

We designed and delivered a comprehensive custom application built on Microsoft Power Apps Canvas and backed by Microsoft Dataverse architecture. This unified platform now flawlessly manages the full lifecycle of contacts, enquiries, scheduled events, and financial transactions. It features live telemetry dashboards, department-level task assignments, dynamic color-coded calendars, and fully integrated WhatsApp and mass email modules for instant, bulk community communication.

App Platform

Power Apps Canvas

Data Layer

Microsoft Dataverse

Automation

Power Automate

Messaging

WhatsApp + Mass Email

UI Components

Reusable Component Library

Dashboards

Enquiry & Transaction Dashboards

The Challenge

  • Fragmented CRM Data: Contacts, enquiries, and events were tracked across multiple spreadsheets, causing data silos and preventing accurate organizational tracking.

  • Manual Event Scheduling: Converting accepted enquiries into events required manual duplicate entry, leading to scheduling conflicts and lost data.

  • No Bulk Messaging Tools: The lack of mass email or WhatsApp capabilities forced staff to send individual messages, severely delaying event and program outreach.

  • Poor Payment & KPI Visibility: Without live dashboards, leadership had zero real-time visibility into open enquiries, program participation, or payment breakdowns.

  • Unstructured Contact Data: Adding contacts was informal and inconsistent, with no structured forms or audit trails to track database updates.

Our Solution

  • Dual-Panel Canvas App UI: Designed a split-screen Canvas interface that enables staff to seamlessly manage contacts and enquiries side-by-side, streamlining their daily workflow.

  • Multi-Step Form & Audit Trail: Delivered a structured contact form paired with a real-time timeline panel that logs every update by timestamp and user.

  • Power Automate Event Workflows: Configured Power Automate to send instant notifications upon enquiry assignment, while syncing data with Moon Force to generate and track transactions.

  • Dataverse Bulk Messaging Module: Designed seamless bulk email and WhatsApp modules, turning hours of communication work into a task that takes seconds.

  • Real-Time KPI & Transaction Dashboards: Created reusable Enquiry and Transaction dashboards to track detailed metrics and filterable financial transactions.

Business Impact

  • 50% Drop in Admin Effort: The centralized platform makes it incredibly easy to manage contacts and automate workflows, reducing the team's overall daily administrative effort by approximately 50%.

  • Instant Bulk Outreach: Instead of reaching out to contacts individually, the new automated email and WhatsApp features allowed them to notify hundreds at once, leading to a direct spike in turnouts.

  • Zero Manual Reporting: Live dashboards instantly provide leadership with accurate enquiry volumes and complete payment breakdowns.

  • High System Adoption: The intuitive dual-panel UI and structured forms resulted in rapid staff adoption and minimal training time.

  • Highly Scalable Foundation: By utilizing a library of reusable components, future apps can be developed rapidly without sacrificing brand consistency.

Client Testimonial

Managing thousands of contacts through a bunch of messy spreadsheets was an absolute nightmare. The Artesian team completely saved us by building the Enquiry Planner. Now we have one single dashboard where we can monitor payments, fire off mass WhatsApp messages, and automatically book events the second an enquiry is approved. It’s completely transformed our day-to-day work! — Operations Lead (Community Organisation)

Project Screenshots

Microsoft Power Apps Custom Solutions

Here are our proven Power Apps projects, highlighting intuitive user interfaces and complex business logic solutions.

Transform Your Ideas into Reality

Your creativity inspires endless possibilities for what we can build together!
Talk to our experts
Scroll to Top