OnYourMark Education (OYM), a project of Cambiar Education, provides high-impact, individualized tutoring, grounded in the Science of Reading, to K-5th graders.

Challenges

As OYM rapidly expanded its reach, the organization’s foundational systems, built on disconnected Google Sheets and patchwork processes, struggled to keep up. Critical workflows like tutor-student matching, onboarding, and schedule coordination had become slow and manual, placing a heavy burden on staff and threatening operational sustainability. What once worked for a nimble team was becoming a barrier to growth. Instead of celebrating new school partnerships, the team often found themselves overwhelmed by administrative strain. Leadership put it plainly: without a new, unified, scalable solution, their operations would break. Compounding the urgency, OYM needed a new solution in place before the next school year, which was just six months away.

Solution

Clarity partnered with OYM from strategy through execution, completing the full arc of assessment, build, expansion, and transition in just 10 months.

Phase 1: Strategic Roadmap

Clarity began with a technology and data workflow assessment, mapping pain points and defining a right-sized path forward. Rather than jumping to enterprise software, Clarity recommended a flexible, low-code system (nicknamed “MarkBase”), built on Airtable and Zapier.

Phase 2: MVP Build & Launch

With timelines tight, Clarity helped OYM define a disciplined minimum viable product focused on the workflows most critical for school-year launch. The MVP centralized student, tutor, and district data; automated key processes; and replaced fragmented spreadsheets with structured data and high visibility across teams. MarkBase launched on time and immediately reduced operational friction.

From the start, Clarity worked as an embedded partner, collaborating inside Slack, co-designing workflows with staff, conducting cross-departmental user testing, and making technical decisions transparently alongside OYM leadership. The goal was not merely to build a system, but to build one with shared ownership.

Phase 3: Scale & Strengthen

As usage grew, Clarity reinforced the system for long-term scale: rebuilt tutor clearance tracking into an auditable data model and consolidated automations which freed system capacity, and implemented guardrails to improve data integrity.

Phase 4: Transition to Internal Ownership

During the final phase, Clarity defined clear handoff milestones, gradually shifted responsibility for system updates and troubleshooting, and remained available for coaching while internal talent assumed control. By the close of the engagement, MarkBase was not only stable and scalable; it was fully owned and operated by OYM’s team.

Results

✓ Established a centralized, scalable system of record in 10 months

✓ Reduced manual staff hours related to clearance tracking and task management

✓ Reduced the time required to create a new tutor account by 50%

✓ Reduced the time and effort previously spent on basic system setup and maintenance

✓ Transitioned from consultant-led implementation to internal-led innovation

Clarity didn’t just build a system. We helped OYM build the capacity to sustain and evolve it.