This article reviews how HomeKeeper users can determine whether to install HomeKeeper in their existing Salesforce instance or obtain a new one, including instructions on how to request a new instance under their existing Power of Us Grant.

Over time, customizing Salesforce can create significant amounts of Technical Debt, which can be overwhelming to maintain, especially if there is turnover in the team managing Salesforce. Organizations in this situation have two choices: stick with the Salesforce instance and continue to build and address technical debt, or start fresh with a brand-new instance. 

Ten years ago, it would have been unheard of to move to a new instance. Now, it's much more commonplace, given the significant accumulation of technical debt. Companies are even expanding into Multi-Org Setups and are joining data across multiple businesses, entities, and departments using services like Data Cloud, so Salesforce is supporting this move. 

Scenarios - Should You Stay or Should You Go?

Consider a new instance and start from scratch if…

• We only use Salesforce for one program and don't have the resources, or the effort is too great, to remove the old customizations
• We use Salesforce for multiple departments, but don't have any cross-department collaboration, meaning they can live separately and won't be an immediate priority to have them in one instance

Consider keeping your current instance and focusing on clearing technical debt if…

• We already use Salesforce for multiple departments, and they collaborate regularly within Salesforce
• We already use Salesforce for multiple departments, and have built automations and workflows across multiple departments that we want to keep

If you are only using Salesforce for one program, and are moving that program to HomeKeeper

• Assess the cost of removing previous installations and customizations. If you're having this conversation, it's likely that you should move to a new instance

If you have multiple programs and dependencies, and want to add HomeKeeper 

Assess the value of cross-team collaboration you have with everyone in one instance. Moving to a new instance may require migrating everything, so the effort can grow significantly. Assess if you can just remove the one program and replace it with HomeKeeper.

1. If you assess and find that your HomeKeeper usage doesn't have significant collaborative value with other programs, it's safe to move to a new instance
2. If there are set workflows that interact - for example, referrals to integrated programs, or connectivity to fund management with accounting - then it's likely a better move to stay and spend the time clearing any technical debt

How to request a new Salesforce instance

If your organization already has a Salesforce org under the Power of Us Program, but needs a second, separate Salesforce org (e.g., for a different program, affiliate, sandbox-style use, or other business unit), here's a clear guide on how to approach it.

Salesforce Considerations:

• Salesforce.org generally provides one production org per organization through the Power of Us Program.
• Exceptions are possible, but require a clear justification (e.g. separate legal entity, major programmatic separation, data compliance needs).
• Additional orgs are not automatically provisioned under the same contract — it must be requested and approved by Salesforce.org.

Process to Request a Separate Salesforce Org (Under the Same Nonprofit Account)

1. Determine Your Justification. You’ll need a strong reason to request a second org. Examples:
   • A legally distinct program or affiliate under your nonprofit umbrella
   • A separate team or department with incompatible data, security, or process needs
   • Need for an isolated org for pilots, programs, or grants with different reporting

2. Submit a Case to Salesforce.org Support
   • Go to the Power of Us Hub: https://powerofus.force.com/s/
   • Log in with your existing Salesforce login
   • Click “Contact Support”
   • Fill out the case details. Use a subject like: “Request for Additional Salesforce Org Under Existing Power of Us Grant”
   • In the case body, include:
     • Your current Salesforce Org ID (Find your Salesforce Org ID)
     • Explanation of why a second org is needed
   • Whether it should have the same licensing (e.g. 10 free licenses)
   • Whether this is for production, development, or sandbox use

3. Wait for Review
   • Salesforce.org will review your request and may follow up with additional questions
   • If approved, they’ll provision a second org and associate it with your nonprofit account

Other Things to Keep in Mind:

• If you are launching a test or dev org, you can also spin up a free developer edition at: https://developer.salesforce.com/signup (This is separate from your contract and not meant for production use)
• Additional production orgs may not come with 10 free licenses unless explicitly granted. Oftentimes, you will have to pay for a new license for the new org
• License pooling is not automatic. Each org has its own set of licenses, unless you move to a centralized contract model through an Account Executive

Additional Resources:

• Tech Debt: What It Is and Why You Should Care
• Redefining Multi-Org Strategy for Salesforce Admins With Data Cloud One
• Power of Us Hub
• Find your Salesforce Org ID
• Sign up for Free Developer Org for testing/development