Portal and site instead of email and Excel
Requests, contractor assignments, documents and participant points lived in email threads. They became one portal with roles and a clear status per request.
Task
“Requests arrive by email, assignments go out in threads, documents and points are tracked in Excel. Who is at which stage — we find out by phone.”
Solution
Website and client portal: requests, contractor assignments, documents, award letters, point balances, mailings, a text editor for non-technical staff, roles and permissions, plus a separate staging site for acceptance.
Result
44 review itemsworked through and closed
one portalinstead of email, Excel and phone calls
own serverdata and access stay with the client
How it works
A request is an object, not an email
A request now has fields, files, history and an owner. Participants see the status in the portal, contractors see only their own assignments, admins see everything. Notifications go to email and Telegram, so nobody calls to ask about status.
Documents and points add up by themselves
Award letters, acts and accruals are generated from templates; the point balance is computed from operations rather than from a spreadsheet somebody forgot to update. Printed forms look the same no matter who produced them.
The client edits texts, not the developer
The front page, assignment texts and mailings are edited in the portal with a simple formatting editor — no developer needed for a comma. A separate staging site is used for acceptance: changes are reviewed there before going live.
integrations
scope
Process analysis, portal with roles, requests and assignments, documents and points, mailings, text editor, staging environment, migration to the client's server.