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New York City’s YMCA

The YMCA of Greater New York required a software solution to manage its New Americans Welcome Center (NAWC) Classes across dozens of remote locations. A Collaborate implementation was devised to address NAWC’s unique requirements for Intake, Class Management, Reports, and Outcomes - culminating in the only NAWC-focused case management system in the country.

YMCAs and NAWCs now stand to benefit from both the Collaborate product and the developers, project managers, and support staff who built, supported, and enhanced the solution over the past six years.

“Using a database to become almost entirely paperless, minimize the use of manual tracking, and the ability to store years of data in one central location has allowed us to focus on the more important part of our work, the community.”

rachaelrinaldo headshot Rachael Rinaldo
Sr. Director, New Americans Initiative

About The New York City Y

New York City’s YMCA exists to empower youth, improve health, and strengthen community. Over half a million New Yorkers inside and outside the city utilize The Y’s services each year via the organization’s 24 branches and over 100 off-site program locations. A relatively new program for the YMCA is the New Americans Initiative, which provides Classes to “help immigrants reach their goals and integrate into American society.”

Before & After

Prior to Collaborate, New York’s New Americans Welcome Centers used a paper-based system to track Classes, Students, Staff, and Reporting. Forms were filled out with pen and paper, then information was later transcribed into Word documents and Excel spreadsheets. Every metric had to be manually tracked, Case notes were often handwritten, and hundreds of Referrals were stored in massive physical binders.

Collaborate enabled the Y to eliminate almost all of its paper systems. Pre- and post-testing data is recorded for Students, and Outcomes are automatically tracked. Binders are a thing of the past, with hundreds of Referral organizations stored in the database for easy retrieval.

The time savings has been enormous, according to New Americans Initiative Senior Director Rachael Rinaldo. Administrators can grab a quick snapshot of how each Center - or all Centers - are performing with just a few clicks.

“I don’t have to visit each Site to examine their Outcome data anymore, I just open my laptop or iPad, check out the data, and schedule a call to review the results with the Center.”

rachaelrinaldo headshot Rachael Rinaldo
Sr. Director, New Americans Initiative


Years Using Collaborate


Remote Sites


Classes Offered


Participants Tracked


Referrals Made


Students Served

Key Learning Points

  • Collaborate’s flexibility as a case management system was put to the test here - and passed with flying colors.
  • The New York City YMCA project was successful because of great communication and collaboration from both sides.
  • YMCA’s multi-site implementation helped lay the foundation for the subsequent development of Collaborate for Networks.

What is Collaborate?

Collaborate on Desktop and iPad

Customizable case management software for non-profits and social services agencies.
  • Track case information, all the way through intake, providing services, setting goals, and recording outcomes
  • Go beyond the data with intelligent core features such as: case history, medical exams, test results, custom reports & more
  • Our award-winning web-based solution is secure & easy to use, whether a novice or a power user

How Can Collaborate Be Used?

Standalone Implementation

Perfect for small, medium, and large implementations that have multiple programs but don't need to communicate directly with other organizations that use Collaborate.

View All Features

Hundreds of Children’s Advocacy Centers (CACs) use Collaborate.

Collaborate for Networks

Offered for groups that need to communicate and securely share sensitive data between other organizations that use Collaborate.

For Networks of Organizations

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Collaborate for Networks is a perfect fit for statewide Children’s Advocacy Center (CAC) networks.

Why Use Collaborate?

Cut out the Paper

Let Collaborate do the heavy lifting. Collaborate adjusts to your workflow and processes, not the other way around.

“Prior to Collaborate, we were using paper charts…”

See what The Spot has to say about Collaborate vs. Paper.

  • Use your existing forms, electronically
  • No more boxes of folders, no more spreadsheets
  • Clients can sign documents using smartphones, tablets, or computers
  • Save everything in one place

Fully Customizable

Don't mess with a good thing - keep your workflows where they work, use our templates where they can be improved upon.

“…it’s like partnering with architects, engineers, and systems designers!”

See how we went above and beyond with Casa de Salud’s customizations.

  • We'll customize and configure Collaborate for you, good to go at launch
  • Afterward, as requirements change, make configuration changes on your own
  • Grant requirements change frequently, so can Collaborate's reports
  • Our expert software developers can accommodate your specialized requirements

Fast and Secure

Directly on the Internet backbone, and actively monitored for security, so you're safe and sound.

Assist America uses Collaborate’s admin capabilities to configure who can access Collaborate from where, and even automatically lock accounts if something suspicious is happening.

  • High-grade encryption
  • Users can be granted access to what they need, only
  • Stable and scalable platform
  • Hourly backups means disaster avoidance


Hosted and maintained by us, for you.

New York City’s YMCA and Children’s Advocacy Centers of Georgia both make use of Collaborate’s cloud-based nature to allow users spread across a large area to access their database securely, using a web browser. Assist America does it worldwide.

  • No need for additional systems or network administrators
  • No software to install
  • Lightning fast, with as much bandwidth, processing power, and storage as you need
  • Access from anywhere, any time

Easy to Use and Understand

Developed and constantly improved upon, since 1998, we take our clients feedback seriously. Easy to use, even for the most technology-averse.

Our userbase is diverse, but most are not organizations that traditionally rely heavily on technology. Take a look at how some of our features work, simple and straightforward.

  • Intuitively designed interface
  • Simple to navigate
  • Dedicated support staff to assist
  • Online support & issue reporting

Substantial Cost Savings

Software is a tool to help you perform better, with less effort. Let it handle the grunt work and tedium, allowing you to focus on your real goals.

“…making for a highly efficient client experience and delivery of services”

See how Collaborate streamlined The Center’s processes and reduced overhead.

  • Significant reduction in organization communication overhead
  • No annual or "per seat" license fees
  • Increased productivity and lower administrative costs
  • Reports that used to take weeks now take seconds!

What's New with Collaborate?

Want to Try Collaborate?

Contact Us for a Demo