Real Portals, Real Results
See how UK organisations transformed their operations with custom portals
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Derby Kids Camp
Volunteer Registration Portal
Project Overview
Organisation
Charity Summer Camp
Project Type
Volunteer Registration Portal
Timeline
5 weeks
Derby Kids Camp runs free summer camps for 200+ children from disadvantaged backgrounds. The charity relies on 100+ volunteers each year, all requiring DBS checks, medical forms, and various certifications.
The Challenge
The admin team was managing volunteer applications with Excel spreadsheets and endless email chains. The process was time-consuming, error-prone, and frustrating for everyone involved:
- ✗Volunteers had to print, fill out, and scan 8+ different forms
- ✗Admin team spent hours chasing missing documents via email
- ✗No way to track application progress or see who was missing what
- ✗Certificate expiry dates tracked manually in spreadsheets
- ✗Same information re-entered every year by returning volunteers
The Solution
We built a custom volunteer registration portal where volunteers manage their own applications. The admin team gets a powerful dashboard to track everything in real-time:
📝 Online Application
Volunteers complete their application online in 10 minutes. No printing, scanning, or emailing forms.
📄 Document Upload
DBS certificates, medical forms, and qualifications uploaded directly to the portal with automatic expiry tracking.
📊 Progress Tracking
Volunteers see exactly what's complete and what's still needed. No more wondering if their application is complete.
🔄 Returning Volunteers
Information saved year-to-year. Returning volunteers just update what's changed and upload new certificates.
🎯 Admin Dashboard
Instant overview of all applications. Filter by status, export to Excel, send bulk emails to groups.
⚠️ Expiry Alerts
Automatic email reminders when DBS checks or other certificates are about to expire.
The Results
The portal has completely transformed how we prepare for our summer camps. Volunteers can now register in minutes, and their information is stored ready for the following year. They can upload their certificates and documents and track their application progress as they go. The benefits have been huge - this job used to take 2 people and now the volunteers do the work for them. It's great!
George
Trustee, Derby Kids Camp
How We Build Your Portal
From discovery call to launch in 4-6 weeks
Discovery Call
We learn about your workflow, pain points, and what you need the portal to do
Custom Demo
We show you mockups customised for your organisation with fixed pricing
Build & Test
We build your portal in 4-6 weeks with regular check-ins and your feedback
Launch
We handle the launch, train your team, and provide ongoing support
Ready to See What We Can Build for You?
Schedule a free demo call to discuss your specific needs. No pressure, just an honest conversation about what's possible.