The ScholarMatch team uses Gravity Forms to collect feedback from students, which is then sent to an online database tool called Airtable, where they can sort and view the feedback easily. An automated workflow using Zapier allows for quick response to student feedback, enabling the team to conduct quality control, celebrate student achievement, and remain connected to their students as they scale their services. The ScholarMatch team has customized these workflows to notify advisors when new feedback is received, allowing them to monitor situations as they arise and resolve issues promptly.