Service user databases and case management for charities
Charities and support services run on their service users, and most are stuck tracking them in spreadsheets or paying enterprise prices for something like Lamplight, Charitylog or Salesforce. A spreadsheet does not keep anyone safe, and the big tools cost more than a small organisation can justify and still never quite fit.
We build a bespoke service user database around how your service actually works. Service user records, case notes, outcomes, safeguarding and the reporting your funders ask for, in one secure place, with GDPR done properly and priced for a third-sector budget from £150 a month.
What it does
Every service user in one place
Records, contacts, needs and history in one secure database instead of a spreadsheet anyone can copy. Access controlled and logged, so sensitive data stays safe.
Case notes and outcomes
Log interventions, referrals and outcomes against each service user, so your team sees the full picture and nothing falls between people.
Safeguarding and GDPR built in
Sensitive personal data held the way it should be: encrypted, access-controlled, with a clear audit trail and retention rules, and safeguarding flags where you need them.
The reporting funders ask for
Pull the numbers and outcomes your grants and board reports need without a week of copying figures between spreadsheets.
Proof, not promises
We build for the third sector already. We built the community activities platform and staff-facing backend behind Musselburgh Loop, and the website for the Blackwood & Kirkmuirhill Coordination Group. And handling sensitive personal data securely is core to what we do: the recruitment system we built for M8 Staffing keeps encrypted personal records with full compliance tracking and audit trails, which is exactly what a service user database needs. If your charity is running people on a spreadsheet, we build the database that replaces it.
Related: Business digitisation and Custom software.
Ready when you are
Custom systems from £150 a month. Bespoke, human-designed websites from £2,000.
Book a free call and we will tell you honestly what is worth building, with no cost and no hard sell.
Common questions
Off-the-shelf case management or a bespoke database for a charity?
Standard case-management tools can be a good fit, but they are often priced per user and shaped around someone else’s process. Bespoke pays off when you record service users, cases and outcomes your own way and need to report against your funders.
Can it hold service-user records, cases and outcomes?
Yes. People, cases, notes and outcomes in one place, with the reporting your funders and trustees ask for built in.
Is it safe for sensitive personal data?
Yes. It is UK-hosted, access is controlled per person, and it is built with GDPR in mind, so sensitive information stays private and only the right staff see it.
How much does it cost for a charity or social enterprise?
We build in stages so it fits a charity budget, from £150 a month or a one-off build you own, with a fixed price agreed after a short call.
Can it replace the spreadsheets we track people on now?
Usually, yes. We keep what works, remove the risky spreadsheets, and give you one secure record of every service user.
Do you work with charities and support services?
Yes. We tailor it to your service, your outcomes framework and the reports your funders need.
