Bar/Bat Mitzvah Program Management System

Built in Airtable – Designed for Synagogues

A fully automated, phase-based CRM solution to simplify the entire lifecycle of Bar and Bat Mitzvah preparation—supporting families, streamlining synagogue operations, and ensuring no detail is missed.

Below is a high-level look at what we can build. Inquire for more ↗

Key Features & Benefits

🧭 Parent Portal: A Personalized Roadmap

  • A dynamic, secure web portal for each family with phase-specific content, documents, instructions, meeting links, and invoices.

  • Families are always shown only what’s relevant based on their current phase—reducing confusion and clutter.

🧑‍💼 Admin CRM Dashboard

  • Airtable-based interface to track every family's status, automate phase changes, trigger communications, and oversee outstanding tasks/payments.

  • Admins are alerted if a family is advanced prematurely, ensuring accurate recordkeeping.

🧩 Five-Phase Milestone Workflow

Each family progresses through structured stages triggered by their event date:

  1. Phase 1 (Start to first meeting): Parent onboarding, info packet, date selection.

  2. Phase 2 (1+ year out): Save-the-date email, initial invoice, and event questionnaire.

  3. Phase 3 (<1 year): Tutoring invoice, tutoring schedule setup.

  4. Phase 4 (<3 months): Final invoice, service honors planning, meeting setup.

  5. Phase 5 (<1 month): Final checklist, service book prep, final logistics.

📬 Automated Email & Reminder System

  • Smart sequences send timely, task-specific emails to parents and admins (e.g., invoice reminders, meeting confirmations).

  • Weekly reminders continue until each task is marked as complete—ensuring nothing slips through the cracks.

📆 Calendly + Google Calendar Integration

  • Meeting scheduling links sync with Google Calendar and send automated confirmation emails to parents and staff.

  • Bar/Bat Mitzvah dates are auto-added to Chabad's calendar upon entry.

📂 Document Automation & Storage

  • Automatically generates and populates:

    • Service Honors documents (Google Docs)

    • BM Event Details Checklists

  • Creates a shared Google Drive folder for each family with all resources linked directly in Airtable.

💳 Invoice Tracking & Payment Integration

  • Tracks invoice statuses via Zelle, PayPal, or other platforms.

  • Sends reminders until payment is confirmed and updated manually in Airtable.

📊 Real-Time Error Checking

  • Flags if families skip required steps (e.g., unpaid invoice before phase change).

  • Sends alerts to admins with details for timely intervention.

🧾 Post-Event Engagement

  • Sends automated thank-you notes and invitations to sponsor a commemorative BM Leaf on the synagogue's donor tree.

🗓️ Weekly Admin Cadence

  • Automations run weekly every Thursday at 12 PM EST.

  • Admin work is optimized for early-week (Mon–Wed) check-ins to avoid unnecessary parent emails.