A custom Zoho CRM for certification, audits, training and applications
Begine Fusion designed and implemented a Zoho CRM for MHCA WorkSafely. It runs certification, audits, quality review, training and applications.
Company and contact facts are shared. Each process keeps its own path.
WorkSafely certifies companies in Manitoba's heavy construction industry. The work covers audits, training, advisory services and applications.
Several teams share that work. It includes approvals, deadlines, documents, quality review, finance and the exceptions.
The system had to hold the company and contact facts, follow the documented process, and keep the history. It also had to connect the systems already in use, and leave the team able to run it.
Built around the work
Begine Fusion configured Zoho CRM with custom data structures, Blueprints, workflow rules, task automation, permissions and integrations.
Certification, applications and exceptions each keep their own path.
The implementation
A 27-stage audit workflow
The audit workflow has 27 stages and 29 controlled transitions. It covers external audits, internal audits and recertification, from the request through review, administration, the certificate and completion. Each stage carries the action that belongs there.
Quality review inside the audit
The CRM routes the review and creates the follow-up. A second review is raised when the file needs it.
Thirty workflow rules
30 workflow rules cover certification, applications, training, data quality, tasks and record updates. The rules update status and dates, open applications, create tasks, record attendance, normalize phone numbers and keep related records aligned. Judgement, exceptions and compliance decisions stay with staff. The CRM records those decisions.
Handoffs between teams
Work moves between teams before it is finished. The CRM creates the task from the record, assigns it to the responsible function, and sets a due date.
Each process keeps its own rules
Certification, applications and compliance each keep their own status and rules.
Requests from the website
A request submitted on the website opens the process it belongs to in Zoho CRM.
9,000+ legacy records migrated
9,000+ records moved from the previous system, across organizations, contact records, audit records, training records and education records. The records were cleaned before they were loaded.
Six connections to the systems already in use
Six connections cover website forms, accounting, email, training, digital signatures and marketing. Each system keeps its own job.
Training for the team
Begine Fusion trained the administrators, each role, and the whole team.
History sits with current work
The 9,000+ historical records now sit with current certification, audit and training work.
What the environment uses
Need Zoho built around your operations?
We map the work, build the system, move the history, and leave the team able to run it.