Every question, answered straight.
The questions adoption agencies ask about Atlas, answered the way you would want them answered on a call: directly, in plain language, with nothing hidden.
What Atlas is, and who it is for.
What is Atlas?
Atlas is a record system built only for adoption agencies. It keeps every family, case, child, birth parent, document, and deadline in one place, watches the dates that matter, and connects the forms on your website straight to your records. One system for the whole adoption, from first inquiry to finalization.
See everything includedWhat is adoption case management software?
Adoption case management software is the system an agency uses to track families, home studies, placements, birth parents, and the paperwork behind them. Most agencies patch this together from spreadsheets, folders, and a generic database. Atlas replaces that patchwork with one purpose-built system that already understands adoption work.
Is Atlas a generic CRM adapted for adoption work?
No. Atlas was built for adoption agencies from the first line of code, alongside a working agency. Home studies with expiration dates, post-placement reports, birth parent matching, and adoption case stages are native concepts, not custom fields bolted onto sales software.
Who is Atlas for?
Private adoption agencies. The first agency on Atlas handles roughly 98% of adoptions across Kentucky and Tennessee, and the system is built to fit agencies of any size, in any state, with branding, forms, and automations set up for how each agency works.
Who is behind Atlas?
Atlas is built and run by Andy Stearman in Louisville, Kentucky. There is no support queue and no account manager who has never seen the software: when an agency on Atlas emails, the person who built the system answers.
Moving your records into Atlas.
Can Atlas import data from our current system?
Yes. If your current system can hand over your data, Atlas can bring it in: families, cases, children, birth parents, documents, notes, and history. Adoption Assistance migrated sixteen years of records this way, and no one on their team retyped a thing.
How migration worksDo we stop working during the migration?
No. Your team keeps using your current system the whole time. The migration happens alongside your normal work, and you switch over when everything is already in place and verified. Day one on Atlas is a full system, not an empty one.
What if our records are messy, or on paper?
Messy is expected. Sixteen years of real agency data is never tidy, and the migration is built for inconsistent spellings, half-filled fields, and duplicates. Anything ambiguous is flagged and reviewed with you instead of guessed at. Scanned paperwork comes over as documents attached to the right families and cases.
How do we know nothing was lost in the move?
Every migrated record is verified against your old system before your team goes live, and your original export is kept intact. A veteran on your team can open a family she knows by heart and find exactly what she expects to find.
Read the Adoption Assistance case studyWhat if we are a brand-new agency?
Then there is nothing to migrate. Atlas starts clean, with your branding, forms, and automations set up from day one, and your records simply begin here. A new agency gets the same system, the same security, and the same direct support, without the moving day.
Using Atlas every day.
How long does it take staff to learn Atlas?
Most people are comfortable inside the first hour. Atlas is built to be plain: clear screens, plain words, nothing buried three clicks deep. Your team gets a live walkthrough to start, and if someone can read, they can use it.
What do Atlas automations do?
They do the busywork. Cases advance themselves when a child arrives home, home study expiration dates fill themselves in, match packets email themselves, and every deadline is checked each morning so the right person gets a reminder before anything lapses. Each automation is a switch your agency controls, and any rule you can describe can be built in.
Can our website forms feed into Atlas?
Yes. Information requests, adoption applications, and expectant-mother intakes from your website land in Atlas as submissions, ready to become family or birth parent records in one click. Atlas also spots when an inquiry matches an existing family, so nothing gets re-typed and nothing gets duplicated.
How does search work in Atlas?
One search bar covers everything your agency keeps: families, cases, children, birth parents, documents, contacts, organizations, and form submissions, searched together as you type. It matches first names, last names, and preferred names, so if your team calls him Bill, typing Bill finds him.
Does Atlas track home study expirations and report deadlines?
Yes, automatically. Every morning Atlas checks home study expirations, background check renewals, and post-placement report due dates, and sends the right person a heads-up in time to act. The dates that used to live in someone’s head are watched by the system instead.
How your records are protected.
Where is our agency’s data stored?
In the United States, encrypted, on AWS, Supabase, and Vercel, all SOC 2 certified providers used widely by healthcare and financial organizations. Every agency on Atlas gets its own separate database, never a shared pool, so a leak between agencies is not possible.
Read the full security overviewWho can see our records?
Only your team. Every staff member has an individual sign-in with two-factor authentication, role-based permissions limit what each person can see and do, and an audit log records who viewed sensitive fields and every document that was sent. Nothing happens in the dark.
How does Atlas protect Social Security numbers?
SSNs get their own extra layer of encryption with a dedicated, automatically rotating key. The database stores only scrambled ciphertext, numbers are masked on screen until a staff member deliberately reveals one, and every reveal is logged with who, when, and from where.
Is our data backed up?
Yes. Database backups run daily with point-in-time recovery, and document storage is versioned and replicated to a second U.S. region. Deletions inside Atlas move to a recoverable trash first, so a wrong click never destroys a record.
Is Atlas HIPAA certified?
Atlas follows HIPAA-aligned safeguards: encryption, access controls, and audit logging. It does not claim a formal HIPAA certification, because no such certification program exists for software. The security overview explains every measure in plain language your board or attorney can read.
Are we locked in? What happens if we leave?
Your data is always yours. You can export everything, any time, and a handoff plan is kept in place, so nothing your agency depends on is ever stranded. Agencies stay on Atlas because it works, not because leaving is hard.
Seeing Atlas for yourself.
How do we see Atlas in action?
Book a 30-minute demo. You will see your agency’s whole workflow inside Atlas, built around how your team actually works, with plenty of time for your questions. No sales team and no pressure, just the real thing.
What does Atlas cost?
Atlas is a simple monthly subscription sized to your agency, with migration handled as part of getting started. Tell us about your agency on a demo call and you will get a straight number, no games and no surprise line items.
Have a question that is not here?
Ask it directly. Email info@atlasadoption.com and you will get a straight answer from the person who built the system, usually the same day.
The rest is easier to show than tell.
One 30-minute demo. Ask everything this page did not answer.