How The Trevor Project saves 5,500 hours and $300K each year with Okta Workflows

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The Trevor Project has long been a beacon of support, providing life-saving services to LGBTQ+ youth through suicide prevention and crisis intervention. When the organization’s team saw rapid growth — from 400 employees a few years ago to over 700 today, they faced an increasingly complex IT landscape, now spanning more than 100 applications.

Managing that level of growth while preserving the same level of impact and care has posed real challenges. Demands on IT for support and maintenance created a backlog, slowing response times and adding stress to an already critical mission.

Realizing they needed a more scalable approach, The Trevor Project sought a solution to automate repetitive, routine tasks. They needed something highly customizable, no/low-code, easy to maintain, and user-friendly.

This led them to discover Okta Workflows, a powerful, no-code automation and orchestration platform that streamlines complex IT and security tasks. With its intuitive interface, Okta Workflows enhances efficiency, strengthens security, and ensures compliance — all with just a few clicks.

Introducing Jazz Shrimp: Streamlining IT with four powerful use cases

To address their growing operational challenges, The Trevor Project developed something innovative: a custom Slack application called "Jazz Shrimp." Jazz Shrimp serves as the central hub for efficient, seamless administration. It allows teams to manage tasks and workflows directly within Slack, streamlining processes and improving overall productivity.

Jazz Shrimp uses Okta’s Connector Builder, enabling quick facilitation of requests to Slack and various enterprise APIs like Jamf, Zoom, LastPass, and more. With Okta Workflows supporting actions called from the Slack interface, Jazz Shrimp lets the Infrastructure and Help Desk teams perform critical tasks directly within a singular platform — all while enhancing trust and efficiency across the organization.

Jazz Shrimp has become a powerhouse for The Trevor Project, automating critical processes and transforming the way their IT teams handle everything. Here’s a glimpse into the impressive capabilities Jazz Shrimp brings to the table. 

On/offboarding

Handling over 50 critical steps, Jazz Shrimp ensures that every new or departing team member has exactly the access they need — ensuring least-privileged access. During offboarding, it secures user assets, notifies stakeholders, and logs all data and actions. It even coordinates with the logistics provider to retrieve devices, securely stores unlock codes, and invalidates tokens and credentials, making sure no security steps are missed.
 

Device trust

With Jazz Shrimp, device trust is just a click away. IT agents can simply select the “Enroll in Device Trust” action, adding devices to a Jamf group for 24 hours before automatically removing them, ensuring easy future enrollments without any manual console work in Jamf.
 

Admin Elevation
 

For those temporary admin privileges, Jazz Shrimp simplifies the process with a quick “Deploy Temp Admin Account” action. The requesting user selects a target and submits the request, then JS confirms the action, assigns the admin privileges, and removes them after an hour. This seamless, automated elevation removes manual tracking and ensures only necessary, time-bound access.

Computer lock

When security is critical, Jazz Shrimp has the IT team covered, automating the computer locking process. Jazz Shrimp allows an IT team member to lock a user’s devices with a single reaction in Slack, ensuring device locks are verified, processed, and logged. If the lock needs to be reversed, Jazz Shrimp provides the codes, keeping everything controlled and secure.

And Jazz Shrimp’s potential doesn’t stop here. Its capabilities continue to expand, offering endless possibilities for automating complex workflows and empowering The Trevor Project’s IT team to innovate even further.

The impact of Jazz Shrimp on efficiency and cost savings

Jazz Shrimp, powered by Okta Workflows, has streamlined The Trevor Project’s operations, enabling IT teams to innovate without heavy development resources. With a low/no-code setup that’s cost-effective and easy to maintain, Jazz Shrimp drives efficiency across critical workflows.

• Significant time savings for IT teams: Over 5,500 person-hours of administrative tasks automated annually

• Substantial cost reduction: More than $300,000 saved annually in labor costs
• High reliability and ease of use: 98.7% first-time success rate, with most errors resolved by a simple rerun
• Robust integration: 79 real-time connections to external systems
• Scalability at work: 3.69M Okta Workflows executions across 167 active workflows supporting Jazz Shrimp

Jazz Shrimp has become an invaluable, scalable asset, enabling The Trevor Project to focus fully on its mission to support LGBTQ+ young people. For organizations looking to replicate this success, we’re excited to share that we’ve been working with The Trevor Project to develop a custom template for this use case, set for release in January. 

In the meantime, you can explore other innovative examples here to see how Okta Workflows helps organizations optimize operations and create meaningful impact. To learn more about The Trevor Project’s work or help support their mission to end suicide among LGBTQ+ youth, please visit their website.

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