Achieving Zero Manual Labor via Salesforce Integration: Automating Scheduling and CRM Data Entry with Jicoo
CrowdWorks Inc. (hereinafter "CrowdWorks") is a company dedicated to its mission of "Becoming an infrastructure for individuals." Leveraging Japan's largest crowdsourcing platform, the company provides IT talent and DX consulting services. Their portfolio includes "CrowdWorks," the country's largest online matching platform, and "CrowdWorks Agent," a comprehensive HR solution partner with the highest number of registered freelancers. Across various domains, CrowdWorks offers diverse solutions tailored to the needs of both clients and society, focusing on matching freelancers and side-hustlers with businesses, developing SaaS products, and providing DX consulting. In today's rapidly changing society, CrowdWorks aims to improve Japan's overall productivity and create new ways of working by combining technology with human potential. Under the vision of "Creating a future where people and technology harmonize, contributing to the happiness of individuals and the development of society," the company is committed to building a better future. When consolidating their fragmented SFA, CRM, and MA environments into Salesforce, the company faced operational challenges because their existing scheduling tools lacked robust Salesforce integration. This led them to consider Jicoo. They chose Jicoo for its deep integration capabilities, including the ability to handle Salesforce custom objects flexibly. By implementing Jicoo, the process from scheduling to data linking in Salesforce has been fully automated, streamlining approximately 420 meetings per month and reducing administrative labor by 35 hours monthly. Furthermore, by utilizing different plans based on user needs, they have achieved an optimal cost-effective company-wide rollout.
Time spent on CRM transcription and linking
Monthly administrative labor
Number of automated monthly bookings
ProblemFragmented systems and weak CRM integration hindered standardized operations
Previously, CrowdWorks managed information across different SFA, CRM, and MA tools for each business unit, which resulted in significant data silos and fragmentation. To overcome this, the company launched a large-scale project two years ago to centralize all data into Salesforce. During this transition, the scheduling tools used at the time offered extremely limited Salesforce integration. Even when a meeting was booked, data was not automatically generated in Salesforce, or the linking was too weak. This was a major obstacle in "standardizing" sales activities centered around the CRM. Additionally, some members were still scheduling meetings manually without any tools, resulting in an average of 1.5 email rounds per booking, sometimes taking several days to finalize a single appointment.
SolutionSupporting complex Salesforce environments and flexible account management
The primary factor in choosing Jicoo was the depth of its Salesforce integration. CrowdWorks operates two distinct Salesforce environments for B2B and B2C (worker matching). Even in a complex environment that utilizes many custom objects specialized for talent matching, they were confident that Jicoo could provide the flexible integration settings required for each environment. The cost-performance ratio was also a significant draw. When considering a company-wide rollout, assigning paid plans to every user required careful budget adjustment. Jicoo allows for a hybrid approach: "Paid Plans" for Inside Sales (IS) teams who require advanced automatic routing, and "Free Plans" for members whose primary need is basic individual scheduling. This flexibility made it easy to promote adoption across the entire organization.
BenefitAutomating 420 meetings per month and saving 35 hours: Establishing a Salesforce-centric sales cycle
It has been approximately one and a half years since Jicoo was introduced, and there have been zero complaints from the IS or sales teams. This is a testament to how Jicoo has completely integrated into the company’s business processes and continues to operate stably. Quantitatively, about 420 meetings are now scheduled through Jicoo every month. The scheduling labor, which previously took 5 minutes per booking, has been reduced to "0 minutes," saving the department roughly 35 hours of administrative work per month. Concerns regarding data entry omissions or manual transcription errors in Salesforce have been reduced to "near zero." Furthermore, the need for the previous average of 1.5 email rounds per booking has been eliminated. The time required to finalize a date has been shortened from several days to approximately one day, significantly improving the overall customer experience. From an administrative perspective, Jicoo allows for precise control over user permissions, maintaining strong governance while automating scheduling at an optimal cost. For those managing tools company-wide, Jicoo has proven to be an exceptionally easy-to-manage platform. Looking ahead, CrowdWorks plans to utilize the newly released "Account Engagement (formerly Pardot) Integration" to unify their inquiry forms and scheduling steps, which are currently separate. This is expected to reduce the input burden on customers, decrease abandonment rates, and improve lead-to-meeting conversion rates. With plans to expand into new business areas, Jicoo has become an indispensable part of their "sales infrastructure," supporting the company’s Salesforce-driven digital transformation (DX).