Bespoke System Digitises Daily Operations for Saviour Trust

Many of the team members at Saviour Trust had been with the organisation since its founding. As a result, there was a strong sense of culture and routine, but also significant resistance to digital change. Any new system would need to simplify existing processes, not complicate them, and demonstrate clear value from day one.

The Trust also operates across multiple roles and locations, with staff responsibilities ranging from frontline support and housing allocation to facilities management and strategic oversight. Any digital solution would need to accommodate complex user hierarchies and granular access permissions, without overwhelming users or compromising sensitive data.

At the core of the challenge was the need to transform essential daily operations, including house inspections, support plans, maintenance reporting, and service user record-keeping, into a secure, centralised system that could adapt to Saviour Trust’s structure, improve accountability, and aid with future funding applications.

We began with a detailed discovery process. Our goal was to fully understand the range of tasks being completed daily, the frustrations with the existing system, and the level of digital comfort across different teams. This insight was essential in ensuring that the new platform would support real, usable change, not just surface-level innovation.

From there, we designed and built a bespoke cloud-based system, fully tailored to Saviour Trust’s operations. Key to this development was our focus on user roles and access levels, ensuring each team member only had access to the features and data relevant to their responsibilities. User flows were mapped to mirror real-life tasks, reducing disruption and supporting user adoption.

The system includes the following role-based access:
Super Admin: Full access to the entire system across Leeds and Pontefract.
Operations Manager: Full access but only within their respective site.
Administrator: Cross-site access to user management and housing assignments, excluding reports.
Support Workers: Access to their own service users, house inspection reports, personal development plans, maintenance reporting, and assessment tools but no access to reporting or allocation features.
Maintenance Manager: Access to maintenance tickets only, with filters for urgency, status, and location.

All actions within the system, from case notes to housing allocations and assessments, are stored securely within individual service user accounts, creating a comprehensive audit trail that supports funding applications, external reporting, and compliance with data governance standards.

In addition to operational functionality, the system acts as a secure digital storage solution for sensitive documentation, replacing paper files and enhancing data protection across the organisation. Reports can be quickly generated on demand, helping the Trust present detailed evidence to local authorities and funding bodies when required.

The new bespoke system has transformed the way Saviour Trust operates, marking a complete shift from manual paperwork to a streamlined digital platform that’s accessible, secure, and intuitive.

The ease-of-use has been critical to the system’s success, particularly in supporting staff through a period of organisational change. By aligning user journeys to their existing routines, we’ve reduced friction and enabled smoother change management, helping users embrace the new tools as enhancements rather than obstacles.

Tasks that once required hours of manual input, such as assigning housing, recording support plans, or creating maintenance logs, can now be completed in minutes. Every entry is logged, timestamped, and accessible based on role permissions, providing a robust audit trail and significantly improving accountability and traceability.

Crucially, the system has laid the foundation for long-term scalability. As the Trust continues to grow and evolve, the platform can be adapted to support new service areas, sites, and reporting requirements, ensuring Saviour Trust remains efficient, compliant, and ready to meet the needs of the community it serves.