Custom Matchmaking Platform for a Nonprofit Refugee Integration Initiative

The Customer’s volunteers managed several interconnected processes:

• Receiving application forms submitted by refugees and host families
• Assigning and updating statuses for both groups
• Reviewing available guest profiles and identifying suitable host families
• Monitoring and managing the status of each host–guest relationship

Initially, guests and hosts submitted their applications through a basic corporate website. However, the submitted information was not fully integrated into the organization’s internal workflows, making application processing time-consuming and resource-intensive.

The Customer needed an advanced solution that would connect the public website with its internal operations, reduce manual effort, and accelerate information processing. The system also had to combine two functional areas: public online forms for guests and hosts and a secure administration area where volunteers could review, update, and process submitted applications.

SaM Solutions’ team developed a web application that supports the Customer’s entire matchmaking workflow and brings all related processes into a single system.

The solution consists of two interconnected components:

• Public web forms integrated into the corporate website, allowing prospective guests and host families to register and submit their applications. After completing a form, applicants automatically receive a confirmation email.
• An administration area that gives volunteers access to a centralized database of submitted applications. From there, they can review and process forms, schedule interviews, and identify suitable matches based on personal profiles and interview results.

The application enables volunteers to:

• Receive and manage forms submitted by guests and host families through the website
• Assign statuses to both groups and track changes throughout the process
• Review available candidates and identify potentially compatible host families
• Monitor and manage the status of each guest–host relationship
• Search and filter profiles using specific criteria, such as age, gender, and other relevant parameters

By combining public registration functionality with an internal administration environment, the web platform streamlines information processing and gives volunteers a clear overview of every application and potential match.

SaM Solutions delivered a centralized database management and matchmaking platform tailored to the Customer’s operational model. The platform transformed the Customer’s operations, enabling them to scale their social impact without increasing administrative overhead.

• Optimized workflows: Time-consuming manual processes were replaced with structured digital pipelines, dramatically reducing file processing turnaround times.
• End-to-end visibility: Real-time dashboards provided leadership and regional coordinators with complete insight into host capacity, pending applications, active placements, and overall program metrics.
• Enhanced placement quality: Multicriteria search and centralized interview logs enabled volunteers to make higher-compatibility matches between hosts and guests.