Bigin helps Mina empower and inspire young minds

The company

Founded in 2018 by Mina Henein, Beyond Egypt is dedicated to helping children aged four to 10 build resilience, kindness, and confidence to stand strong against bullying. Through carefully designed summer and winter camps held across multiple locations, they provide fun and character-building experiences that make positive impacts on young lives. Mina's personal journey of overcoming a long battle with drug addiction inspired Beyond Egypt and fueled his mission to create positive and meaningful childhood experiences that could guide future generations toward better life choices. The organization has grown to serve around 250 campers weekly with a dedicated team of full-time and part-time staff.

The challenge

Initially using Airtable to manage data and parent registrations since launch, Beyond Egypt encountered several challenges:

• Their ability to track leads and contacts alongside sales pipelines and deal stages was limited.
• Contact limits per tab imposed subscription and scalability issues.
• The data-entry process for leads from social media and forms was manual and disconnected.
• They had no clear visibility into customer service team performance and location-specific issue management.

The solution

When Beyond Egypt decided to move to Bigin, it marked more than just a software change; it was the start of a more organized, transparent, and scalable way of running their camps. Bigin integrated smoothly with the tools they were already using, like Zoho Books for accounting and Zoho Projects for planning, which served as the foundation for a unified workflow.

The first step was to design pipelines that mirrored the way the Beyond Egypt team worked. Each of the five customer service agents received their own dedicated pipeline, which meant they could track every lead—from the first conversation with a parent to the moment their child was enrolled—through clear stages, like "Not Interested," "Busy," "Interested," and "Won." Suddenly, Mina and his leadership team could see in real time exactly how each agent was performing, how many leads they were handling, and how close they were to closing a registration.

But managing new registrations was only part of the challenge. Beyond Egypt also needed a way to track what was happening at each camp location. To solve this, they created custom pipelines for location-specific issues and tickets. If a parent reported a problem—whether it was a meal concern, a scheduling question, or a special request—it was logged as a ticket, assigned a stage ("Open," "Under Negotiation," or "Closed") and updated with notes until it was resolved. This process gave Mina complete visibility into issues across all locations.

Bigin's mobile app became the team's constant companion. Agents use it to make calls directly from contact records, schedule follow-ups, and jot down important notes during conversations. Every interaction is automatically stored, meaning Mina can open his dashboard at any time and see exactly how the day is going—how many calls have been made, which parents are still deciding, and which deals have been won. Managers use custom dashboards to track call volumes, pipeline performance, and even email campaign results—all of which helps them make quicker, more informed decisions.

Communication is another area that has improved. The company runs email campaigns directly through Bigin, targeting parents with reminders, updates, and invitations to upcoming camps. Though used primarily for one-to-one communication due to current limitations, WhatsApp has proved valuable for sending quick confirmations or answering urgent questions—something the team hopes to expand into bulk messaging in the near future.

Benefits and ROI

• The team gained clearer visibility into how leads are moving and how each employee is performing.
• Managing leads and resolving issues has become much more streamlined and less messy.
• With role-based pipelines in place, the team started working together more smoothly.
• Automation and workflows have helped cut down on a lot of repetitive work.

Looking forward

Mina is eager to adopt bulk WhatsApp messaging to enhance mass communication with parents. The planned shift from Airtable forms to Bigin forms will automate lead capture and improve data accuracy. As deeper integration with Zoho Books takes place, invoicing and payment processing will become even more efficient, completing the vision of a unified, tech-driven workflow that supports Beyond Egypt's inspiring mission.