Frequently Asked Questions

Mareto is an advanced cloud-based case management software platform built specifically for the social services sector. Built in Canada with input from community partners and frontline workers, it’s designed to address the unique realities of nonprofits and social service agencies. Unlike general-purpose CRM software, Mareto is centered on improving client outcomes, making it an ideal fit for mission-driven organizations. It’s used by a wide range of agencies, from small grassroots nonprofits to regional multi-service providers and government-funded programs. If your work involves supporting individuals through services such as homelessness, housing support, mental health care, addiction recovery, domestic violence response, food support, or family and youth programming, Mareto is designed to help you manage client information, deliver services, track progress, and demonstrate impact.

Mareto is built to align with the everyday realities of social service work. It offers fully customizable case management, allowing organizations to configure the system to match their programs, forms, workflows, and data requirements without needing to change how they operate. This means your team can use familiar language and processes from day one. Mareto also enables coordinated care by making it easy to track a client’s journey across programs, refer them to other services, and collaborate with partner agencies, all while maintaining privacy and compliance. Its role-based user access ensures that every user sees only what they’re authorized to see, and every action is logged for accountability. Mareto includes powerful real-time dashboards and reporting tools that help organizations monitor performance, generate reports for funders, and identify trends or service gaps. The interface is clean, mobile-friendly, and easy to use, reducing the learning curve for staff. Finally, Mareto is hosted securely with robust privacy protections and compliance with standards like PIPEDA, giving you peace of mind that client data is protected.

Mareto’s pricing model is made for nonprofit budgets. It operates on a subscription basis, with user licenses starting at $40 per user per month. There is also a one-time setup and onboarding fee, which typically starts around $10,000, depending on the complexity of your configuration and amount of programs. This fee covers everything from implementation planning to data models, system configuration, form building, and automations. For organizations that require a formal Privacy Impact Assessment (PIA), Mareto offers that as an optional service for an additional fee. Our support packages are flexible, and organizations can choose enhanced training or dedicated technical support based on their needs. Billing is annual, and discounts may be available for multi-year commitments and a higher volume of user licenses. One of Mareto’s major advantages is that ongoing changes to your programs, like adding new forms or services, don’t trigger surprise fees, making it scalable without added cost.

Yes, Mareto can integrate with other systems and tools your organization may already be using. It supports importing and exporting data in standard formats, so you can easily move data in or out of the platform for use in funder reports, legacy system migrations, or third-party tools. If your organization participates in a collaborative network, Mareto makes it simple to manage referrals and data-sharing between agencies. Its design prioritizes interoperability, helping you avoid data silos and manual duplication.

Mareto was built with strict data privacy and security requirements in mind. All client data is encrypted in transit and at rest, and the platform is hosted on secure Canadian servers. Access to sensitive information is tightly controlled through robust role-based permissions, ensuring that only authorized users can see or modify client records. The platform also maintains a full audit trail, tracking every action taken in the system to support accountability and regulatory compliance. Mareto complies with privacy legislation like PIPEDA, and it includes features to support consent tracking, data retention, and user authentication. Security updates, regular audits, and proactive monitoring are part of the service, so you can rest assured that data is safe and handled according to best practices.

Mareto offers a highly supportive onboarding experience tailored to the specific needs of your organization. From the beginning, our team works closely with you to map your programs, workflows, forms, user roles, and reporting requirements. This is followed by configuration, testing, and training with workshops and training guides. The platform’s intuitive design allows frontline workers to become comfortable with the system quickly. After launch, basic ongoing support is available, while flexible support packages include help desk access, consultations, and system optimization. Many of our clients appreciate our responsive and knowledgeable support team, who are easy to reach and quick to respond. Updates are communicated clearly, and user feedback often informs new features. With Mareto, you're not just buying software, you're gaining a partner invested in your success and impact.

Mareto distinguishes itself by being built specifically for social service organizations. Unlike some tools that were adapted from CRMs or government systems, Mareto was built with frontline workers and program managers, making it more relevant and user-friendly from day one. It also comes with more flexibility as organizations can customize many aspects of the platform, from intake forms to outcome reports. Compared to alternatives, Mareto is often more affordable, particularly when considering the absence of hidden fees for add-ons or configuration changes. It is also hosted in Canada, making it an excellent choice for organizations with strict data security requirements. Mareto is also significantly easier to learn and use, resulting in better staff engagement. For collaborative networks or agencies managing multiple programs, Mareto’s ability to coordinate referrals and support shared dashboards also sets it apart. It’s a modern, secure, and mission-aligned platform designed to grow with your organization while keeping your data safe and your reporting simple.

Yes! You can configure separate workflows, forms, and dashboards for each program or department, all within Mareto. Caseworkers see what they need, and leadership can get the full picture.

Mareto offers free personalized demos and in some cases, sandbox environments or pilots for real-world testing before full implementation.

Most organizations are live within 6–10 weeks after purchasing, pending on the complexity of the implementation. The process includes discovery, configuration, training, testing, and launch, fully supported by our team.

Yes. Create custom forms to gather feedback, tie responses to client files, and include them in outcome reports or evaluations.

Yes, with secure, role-based logins, clients can access portals, and partners can submit referrals or update shared plans, all controlled by permissions.

Your data is yours. You can export all data in standard formats, and we will help you transition securely with no hidden exit fees.

Yes. Mareto’s reporting tools support the fast generation of compliance-ready data, including demographics, outputs, outcomes, and caseloads, for funder reports and audits.

Yes. It’s ideal for community-wide or collaborative initiatives, enabling cross-agency referrals, shared dashboards, and standardized reporting.

Yes. It’s web-based and mobile-responsive, allowing caseworkers to access and update data from phones or tablets in the field with no app download required.

You can continue customizing forms, workflows, and dashboards yourself. Admin users have the tools to update as you evolve, with no tech skills required.

Yes. Track short and long-term outcomes aligned with your logic model. Analyze results by program, client group, or timeframe to improve services and show impact.

Yes. It is possible for Mareto to be configured in multiple languages.

No. Mareto is a cloud-based platform hosted securely in Canada. This ensures better performance, reliability, compliance, and automatic updates.

Yes. It was built with funder compliance in mind and supports privacy laws, consent tracking, required fields, audit logs, and standardized KPI reporting.

Yes. Use Mareto dashboards and reports to show reach, outcomes, and trends. Generate visuals or data summaries that tell your story clearly.

Yes! You can add new users, programs, departments, or partner agencies as you grow. Mareto is built to scale without reimplementation or big fees.