Staff Compass knowledge management system

Legal Aid Society of San Bernardino serves a vast, mostly rural region in San Bernardino and Riverside Counties, with staff spread across multiple locations or working remotely. This geography, combined with the high demands of legal aid work, has created persistent challenges in onboarding, compliance, and access to institutional knowledge. Staff frequently had to hunt through emails or old shared drives to find answers, while onboarding new hires was slow and resource-intensive.

To address these issues, LASSB is piloting Staff Compass, an internal process and knowledge management hub built on the SweetProcess platform. This no-code, cloud-based system allows the organization to document, organize, and share every policy, process, and training in one secure, searchable place.

Key features include:

• Centralized Knowledge Hub: All policies, procedures, and trainings are accessible 24/7 from any device.
• AI-Enabled Search & Drafting: AI helps staff find information instantly, and drafts new procedures without starting from scratch.
• Role-Based Access & Security: Two-factor authentication, encryption, and granular access controls protect sensitive data.
• Embedded Loom Training Videos: Accessible step-by-step guides with transcripts, enhancing inclusion for staff with different learning preferences.
• Integration with LegalServer: Seamless connection to LASSB’s case management system for direct access to relevant processes.

Implementation Steps:

1. Started with a free trial and no-risk testing.
2. Uploaded existing policies, filling in gaps with AI drafting tools.
3. Organized content by department and topic.
4. Linked the system to LegalServer.
5. Embedded Loom videos for interactive training.

Impact so far:

• 50% less time spent answering repetitive internal questions.
• 2x faster onboarding for new hires.
• 100% equal access to institutional knowledge for remote and rural staff.

Why this matters

For legal aid teams, operational efficiency translates directly into more client time. Staff Compass strengthens compliance, reduces onboarding stress, ensures equitable access to institutional knowledge, and frees up leadership and HR to focus on supporting legal work — not chasing down internal documents.

Pilot Goals

• Test how widely and effectively Staff Compass is adopted by all LASSB teams.
• Measure time saved in onboarding, compliance checks, and daily Q&A.
• Evaluate AI drafting for internal procedures and policy updates.
• Develop a model for other legal aid organizations to implement similar knowledge hubs.