From Paper to Paperless: How GoEngage Transformed Operations at Economic Opportunities Council of Indian River County

A Head Start Program’s Journey to a Fully Digital Future

For years, the Economic Opportunities Council (EOC) of Indian River County) relied on a system that worked—until it no longer met their growing needs. Leadership grappled with inefficiencies, paper-based processes, and challenges in cross-department collaboration, making it difficult to operate efficiently.

Then, a turning point. Christina Santibanez, Parent, Family, and Community Engagement Specialist & System Administrator, attended a Head Start conference where she discovered GoEngage—a platform built specifically for Head Start programs. She immediately saw its potential to improve the way EOC operated.

“We set up a consultation to get an overview of the system, and immediately loved what we saw,” shared Executive Director Angela Davis-Green.

What followed was a transformational shift—one that streamlined workflows, improved data accessibility, and completely eliminated paper files.

Transitioning to GoEngage: Overcoming Challenges, Embracing Change

Change is rarely easy—especially when staff are used to an existing system. Initially, EOC faced resistance from employees who had relied on their previous platform for years. But leadership knew that adopting GoEngage would ultimately streamline operations, enhance data visibility, and create a more efficient workflow across all departments.

Ms. Green recalled, “At first, there were moans and groans. People were comfortable with what they knew, even if it wasn’t efficient. The only way forward was to fully commit. So, one Monday morning, we shut down the old system—and that was it. GoEngage was now our database.”

With no option to revert to outdated processes, staff fully embraced GoEngage—and the benefits became evident almost immediately.

Despite the initial pushback, it didn’t take long for staff to realize the power and simplicity of GoEngage. Soon, the complaints stopped—and the results spoke for themselves.

Ms. Santibanez reflected on the transition: "The biggest challenge wasn’t switching to GoEngage itself—it was overcoming the staff’s resistance to change. But now, across every department, we’re seeing the benefits. The system is making everyone’s job easier, and adoption has been a success."

With GoEngage, EOC modernized its operations, improved efficiency, and empowered staff with the tools they needed—proving that change, while challenging, can lead to a remarkable transformation.

The GoEngage Difference: What Changed for EOC?

Within months of implementation, GoEngage became more than just a data system—it became the backbone of how the Economic Opportunities Council (EOC) of Indian River County operates.

"I’ve worked with tons of databases in the past, but GoEngage is different—it’s incredibly user-friendly," said Ms. Green. "The ability to see key data at a glance is the beauty of this system."

Franklin Johnson, Head Start Director, echoed this sentiment: "Everything has become easier since we transitioned to GoEngage. The more you use it, the easier it becomes."

✅ From Paper-Based Processes to a Fully Digital System

Gone are the days of sorting through stacks of paperwork. With GoEngage, EOC now operates in a completely digital environment, streamlining documentation, compliance, and reporting.

"We no longer have paper files for any of our students—everything is stored in GoEngage," said Ms. Santibanez.

Example: Incident Reports & Safety Training

"Before GoEngage, we recorded incident reports on paper and then struggled to aggregate the data manually. Now, staff enter everything into the system, allowing leadership to quickly review incidents and plan for safety training as needed." – Mr. Johnson

Example: Playground & Facility Checklists

"When Mr. Ma [Founder] visited, he showed us how to create playground and facility checklists. I built them on the spot, and once we started using them, it was a game-changer. Before, we were doing all of that on paper." – Mr. Johnson

✅ Real-Time Data Access for Smarter Decision-Making

With custom dashboards, leadership can instantly view critical data—attendance trends, enrollment numbers, and compliance metrics—without sorting through endless reports or paper files.

"The ERSEA Dashboards are fantastic! I love that I can pull up attendance plans, case notes, and parent collaboration records—all in one place." – Ms. Santibanez

"Now, when licensing comes to do our inspections, we simply pull up records in GoEngage—no more scrambling through paper files." – Ms. Santibanez

✅ Stronger Collaboration & Automated Alerts

GoEngage fosters seamless communication across teams by integrating staff and parent collaboration tools, ensuring that no critical information is lost in emails or paper trails.

"I always tell my team—if you can use Staff Collaboration, use it! It stays in the system, shows the story, and documents everything that’s happening." – Ms. Santibanez

Example: Automated Reminders

"We set up a daily playground safety reminder that goes out at 10 PM, EVERY DAY. Now, no one can say they ‘forgot’—the system takes care of reminding them." – Mr. Johnson

✅ Time-Saving Automation & Custom Quick Forms

GoEngage has drastically reduced manual entry with features like electronic signatures, mass email distribution, and quick forms.

"We digitized all required state forms, including attendance policies and discipline agreements. Parents can now sign everything inside the system—no need for paper copies—making it easier on everyone. We are no longer wasting time filing the paper documentation or looking for the paper copies—it’s all in GoEngage." – Mr. Johnson

✅ Integrated Parent & Staff Collaboration

By fully digitizing family engagement records, GoEngage eliminates duplicate documentation and makes compliance more efficient.

"Parent Collaboration entries automatically sync to the Communication Journal, so staff don’t have to log the same information multiple times. It’s all there—accurate and accessible from anywhere." – Ms. Santibanez

A Smarter, More Efficient Future

EOC’s transition to GoEngage wasn’t just about adopting a new system—it was about transforming the way they operate.

"GoEngage is designed for Head Start programs—it meets our needs in a way our previous system never did. We can’t imagine going back." – Ms. Green

Beyond Software: A True Partnership

EOC didn’t just gain a better data system—they gained a partner in GoEngage.

🚀 Responsive Support: Whether by email or phone, questions are answered quickly and effectively.

📢 A Voice in Product Development: Feedback from EOC has directly influenced updates and improvements to GoEngage’s features.

💡 Ongoing Learning & Optimization: The team continues to find new ways to maximize the system’s capabilities, making their investment even more valuable.

"The support is phenomenal. They listen to our needs and implement changes that actually make a difference." – Ms. Green

Advice for Other Head Start Programs? Make the Switch.

For agencies still clinging to outdated systems, EOC’s message is clear:

"GoEngage isn’t just another database—it’s a solution designed specifically for Head Start programs. The transition takes effort, but the payoff is worth it. We’re more efficient, better organized, and working smarter than ever before." – Ms. Green

EOC has no regrets—and now, they actively encourage other programs to take the leap.

"Every time I hear someone looking for a new system, I tell them: GoEngage is the way to go." – Ms. Santibanez

Considering a Change? Let’s Talk!

If you’re exploring better data management solutions for your Head Start program, GoEngage is ready to help.

👉 Schedule a Demo

👉 Request More Information