Case study results at a glance
# of Jotform Enterprise Teams
14
# of other software programs replaced with Jotform Enterprise
6
# of Jotform Apps created
29
Shannon White often says that her superpower at work is “liking things.” If she enjoys a product, she finds ways to use it everywhere. One of the things she likes, it turns out, is Jotform.
White is the web and content officer for the National Theatre of Scotland, Scotland’s premier performing arts organization that puts on more than 200 events and productions a year in addition to conducting community engagement projects, renting out performance space, and more. In the 2025–2026 season alone, the organization reached more than 228,000 people.
White first encountered Jotform when she was looking for a way to automate Zoom meeting invitations for a working group within the theater. As she started using the platform, she says, “It sort of snowballed quite quickly from there. It was like, What else can this do? I think this can do more.”
Before long, she says, she became a bit of a Jotform evangelist. She and operations manager Chris Lang began exploring how to integrate Jotform across the organization to support human resources, finance, artistic development, community engagement, and other departments.
“It was fairly apparent to me how much value across different areas of the organization it could add,” Lang says. After a couple of months on Jotform’s Gold subscription plan, he says the need for an Enterprise plan became clear. He and White started having “conversations about what other software packages we could jettison.”
The challenge: A cast of thousands (of freelancers)
One of the biggest admin challenges for the National Theatre of Scotland is managing the hundreds of temporary staff it employs each year. While the organization does have a core team, the performers, crew members, technicians, and other production-related employees are all freelancers.
That means the theater must manage human resources, payroll, logistics, communication, and more for nearly 400 freelancers each year, often while companies are on tour, visiting schools, or participating in community events.
Before adopting Jotform, theater staff collected information using Microsoft Word documents. They would email documents to freelancers, who would then add their information and send the documents back.
This process was highly time-consuming and prone to errors. It also lacked proper security. It was difficult to get people to complete and return all the required information, and there was no way to see all the data in one place. Microsoft permissions also made it difficult to share information with people outside the core staff. As Lang says, “Microsoft doesn’t lend itself very well to letting people in and out of your organization.”
With Jotform, they were able to easily turn the Word documents into secure online forms that could be shared with anyone. But they didn’t stop there.
“That’s when we discovered the apps,” says White.
The solution: Custom mobile apps for productions and departments
Jotform Apps turned out to be just what they needed. With this no-code, easy-to-use mobile app builder, White and Lang could create one-stop resource hubs for staff and freelancers, bundling forms, links, and other important assets together. With their Jotform Enterprise account, they could set access permissions for forms and data, making sure they were only accessible to authorized users.
Onboarding and HR apps
To simplify onboarding for freelancers, White and Lang bundled all the forms freelancers need to complete into a single app.
“We have to collect so much data in so many different ways for so many people,” says White. “We need a health statement. We need personnel data. We need bank details.” With all the onboarding forms in one Jotform app, cast and crew members can find all the required forms in one place, making them more likely to submit the necessary information. They can also add the app to the home screen of a phone or desktop for easy access.
We can get a 360 service for recruiting managers, for staff, for everybody to onboard and offboard through the organization.
Chris Lang, Operations Manager, National Theatre of Scotland
“You can have it on one dashboard essentially, and then they can use it on their phone, they can use it on their laptop, and you’re still going to get all your data in the same way,” says White.
“We can get a 360 service for recruiting managers, for staff, for everybody to onboard and offboard through the organization,” says Lang.
Show-specific apps
The team also needs to share crucial information with performers, crew members, and other staff working on specific productions. For each production, they can create an app that gives cast and crew members access to every form they need to complete for the run of the show as well as supporting resources. The production apps include onboarding forms as well as
- Rehearsal and production schedules
- Maps and directions to rehearsal and performance spaces
- Important points of contact
“They have an overview of their schedule right there,” says White. “They have the phone numbers for their key contact within the producing team, within the NTS team. Even things as simple as the Wi-Fi passwords. It becomes a sort of bible for them for their rehearsals.”
Department dashboard apps
White and Lang realized they could also use Jotform Apps to create data dashboards for different departments. In Jotform, all form responses are automatically saved in Jotform Tables, where teams can organize and view submission data. With Jotform Enterprise, the organization can also create workspaces with Jotform Teams to group forms, tables, and other assets by function or department. The theater currently has 14 Team workspaces, including artistic development, building management, creative engagement, recruitment/HR, finance, casting, and company managers.
The apps are genius.
Shannon White, Web and Content Officer, National Theatre of Scotland
White and Lang saw that they could bundle tables together in apps to provide an overview of data from multiple forms, instead of having to field questions from staff about submissions.
“We use apps as dashboards,” says White. “If we have a department with multiple forms, we build them a dashboard, and they have all their tables linked there. It just makes their life easier — and my life.”
Rather than trying to track down links or files in emails, staff can return to their app dashboard to see up-to-the minute information from all their forms in one place.
“The apps are genius,” White says.
The results: Time saved, admin streamlined, and room to grow
Using Jotform Enterprise, White and Lang have transformed a collection of manual, disconnected processes into a more centralized way to manage information. Freelancers can find the forms and resources they need in one place, wherever they are. Staff can access up-to-date submission data without digging through emails and spreadsheets. That means less time spent chasing information and more time focused on the organization’s productions and programs.
It became really apparent that Jotform was also growing with us.
Shannon White, Web and Content Officer, National Theatre of Scotland
What began as a way to automate meeting invitations has grown into 14 Team workspaces supporting departments across the organization, along with apps for onboarding, individual productions, and departmental dashboards. Role-based access controls give the organization greater control over who can access sensitive information.
With Jotform Enterprise, the team has a flexible platform they can continue building on. Several times, White has found herself wishing for a specific capability, only to see that exact functionality released shortly thereafter.
“It became really apparent that Jotform was also growing with us,” she says. Instead of adding another standalone tool every time a new need arises, the team can keep finding new ways to use Jotform — continuing the approach that started it all: “What else can this do?”
Interested in seeing what Jotform Enterprise can do for your organization? Learn more about Jotform’s nonprofit offerings, including a 30 percent discount on Enterprise plans.
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