If your CRM feels like a junk drawer, you're not alone. Most organizations we work with have years of good intentions buried under duplicate records, one-off tags, and spreadsheets nobody wants to give up.

We start with an EveryAction audit so you know exactly what you have. Then we clean it, structure it, and train your team so the system works for you instead of against you.

Ready to find out what's actually in your EveryAction? Let's talk.

What This Means For You

Results

Every duplicate merged and roughly 3,900 dead-end records removed, leaving a database built around reachable contacts
About 80 tags reduced to a small standard set, and activist codes taken from zero to a working system
All the EveryAction audit finding turned into a recommendation, and the recommendations turned into finished work
All 80 chapters coded and organized in EveryAction
More of the team using EveryAction day to day instead of side spreadsheets
A chapter signup and routing system designed to handle 1,000+ new members a month
A full final report and roadmap the organization's growing in-house team can pick up and run with

The organization has since grown its own internal staff, and the system is set up for them to own it. That's the goal. We build it, document it, and make sure the team can keep it going without us.

Commvey Case Studies

EveryAction Audit That Led to a Cleaner and Clearer CRM

Client: National, parent-led advocacy organization fighting for healthier childhoods

Services: EveryAction audit, data cleanup, CRM restructure, chapter infrastructure, and migration planning

Timeline: February to July 2026

Starting point: About 11,300 contacts, 80 chapters, and data scattered across Google Sheets and Forms

The Challenge

This organization was growing fast. A grassroots movement of parents had turned into a national network of local chapters, and signups were coming in from everywhere.

The infrastructure couldn't keep up. National had an EveryAction account, but almost nobody used it. Each chapter collected signups through its own Google Form and tracked members in its own spreadsheet. National couldn't see who belonged to which chapter, and chapter leaders had no real tools to organize their people. Some chapter lists had as few as four names on them.

It Started With an Audit

The audit was the backbone of this project. Before changing a single record, we pulled reports across the entire database: contacts, donors, forms, emails, codes, and engagement history. Then we followed the same path for everything we found. Audit it, recommend a fix, and do the fix.

What we found:

About 11,300 contacts, but only about 7,400 with an email address
Only 584 contacts showed any recorded outreach
Around 80 tags, most created for a single event and never used again
Zero activist codes in use
Source codes that tracked donation folders instead of where contacts came from
Built-in reporting tools sitting unused
A broken donate link in the newsletter template

We also found real strengths to build on. The main donation form had raised about $72,000 with a 30% conversion rate, and the email template was clean and working.

Next, we turned every finding into a recommendation, and every recommendation into a phased work plan. Instead of one giant migration, we proposed starting with a pilot group of chapters, getting them working well, and expanding from there.

Then We Did the Work

Cleaned the data

Found and merged duplicate records across the entire database, matching on names, emails, phone numbers, and addresses
Removed roughly 3,900 contacts with no email or usable contact info, and kept every contact with an email so they can be re-engaged
Archived everything before deleting so no history was lost

Rebuilt the structure

Cut about 80 tags down to a small, reusable standard set, with the old tags saved as static lists for reference
Simplified source codes to show how people actually found the organization: website, donation, campaign, event, or import
Built a working set of activist codes from scratch, covering interest level, chapter roles, membership status, donor tier, advocacy readiness, and more
Created standardized codes for all 80 chapters, with a consistent naming system

Designed the chapter system

Built a single national signup form to replace the patchwork of chapter Google Forms
Kept the form short (name, email, state, and ZIP) so signing up stays easy
Designed automatic chapter routing: EveryAction matches each new member to a chapter by ZIP code radius, so nobody has to sort signups by hand
Added an "At Large" group for people outside any chapter, so the team can see where the movement is growing next
Mapped out a welcome email for every new signup, followed by a personal touch from their local chapter leader