Operations · 2024 · Live
Diploma Verification Workflow
Replaced a manual, error-prone Excel and email workflow with a SQL-backed intake system, status tracking dashboard, and automated notifications.
Client
Institution (confidential)
Proof
Confidential workflow with public-safe screenshots
Timeline
6-week intake, dashboard, and notification build
Industry
Operations
Year
2024
Stack
PostgreSQL · Node.js · Prisma · Resend · Next.js
The problem
Diploma verification was running on Excel files and email chains.
A regional institution was handling hundreds of verification requests per year through a combination of email inboxes, spreadsheets, and manual follow-up. The process had no tracking, no shared status view, and no consistent timeline for applicants.
Staff spent hours each week searching email threads to answer simple status questions. Requests fell through the cracks.
What we built
A structured intake system with automated notifications.
We replaced the email-and-spreadsheet process with a database-backed intake form, a staff dashboard for managing request status, and automated email notifications that fire at each stage of the process.
- — Public intake form replacing email submissions
- — PostgreSQL database with full audit trail
- — Staff dashboard with status management
- — Automated email notifications to applicants
- — Search and filter by name, date, and status
- — Export to CSV
How it works
Submit once. Tracked automatically. Notified at every stage.
Applicants submit through the public form. Staff see every request in the dashboard, update status with a single click, and the system handles the notification emails automatically. No more searching email threads.
Results
What changed.
0
lost requests since launch
85
reduction in status-check emails (%)
6
hours saved per week
Stack
Start with the audit
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