Extending Podio for a Cultural Organisation's Case Management
Kulturbüro Dresden runs the "House of Resources Dresden+" project, which strengthens civic engagement among migrants and newcomers. The organisation offers advisory services, training, networking, micro-project funding, and event infrastructure — all free of charge, serving Dresden and the surrounding regions.
The Starting Point
Kulturbüro Dresden had been using Podio since 2018. Over time, workspaces and apps had been set up by a mix of internal staff and external partners — resulting in a fragmented structure with many disconnected data records spread across separate workspaces.
The Challenge
Kollaborateure had developed an extended Podio workspace and app package for the Federal Office for Migration and Refugees (BAMF), built in collaboration with House of Resources Berlin and Frankfurt. This package offered capabilities that Kulturbüro Dresden's existing setup did not yet have — and the team wanted to adopt them.
The challenge: integrating the new functionality without disrupting the existing data.
The Solution
Kollaborateure audited the existing workspaces and apps, analysed all connections, and discussed possible approaches with the Kulturbüro Dresden team. A new consolidated workspace was created, pulling together the apps used daily.
Existing apps were rebuilt, legacy data was imported, new apps were added and interlinked, new views were configured, and reports were preset. A central workspace containing client and organisation contact data — which could not be altered — was carefully integrated into the new structure, with the new workspace's records linked back to it.
After the integration and data migration were complete, the full team was trained in a 2-hour webinar. Further optimisations suggested by team members were implemented afterwards.
"Internal communication and coordination processes play an essential role in larger teams whose members work across different projects and/or part-time. Our team had decided to use Podio as a CRM tool to streamline internal coordination. Kollaborateure guided us through the individual customisation and linking, trained the team and administrators, and were available for all usage questions. Creative solutions were found for individual wishes and needs. The support helped our team immensely in implementing the tool in a meaningful and needs-oriented way. Particularly valuable was the open, transparent, and accessible approach of Kollaborateure: in consultations and training, every idea was welcome and no question was off limits. Less experienced or less confident colleagues were always brought along. We thank you for the great collaboration and hope to continue it!"
— Katja Schröder, Kulturbüro Dresden, Project Lead "House of Resources Dresden", December 2020