CGL Consultancy Portal
EdTech · Web Portal
Duration
12 weeks
Team
4 engineers
Year
2023
Industry
Study Abroad Consultancy
Measurable Impact
Project Overview
CGL Consultancy helps students navigate the complex process of applying to international universities — from course selection and document preparation to application submission and visa support. Their team of counselors was managing hundreds of concurrent applications through email and WhatsApp, with no centralized tracking system and no way for students to self-check their application status.
The Challenge
Every application involved a 6-month process with dozens of steps, documents, and communications between the student, counselor, university, and visa office. With no portal, counselors were answering 'what's the status of my application?' queries all day. Documents were scattered across email threads, version control was non-existent, and management had no visibility into counselor workloads or application success rates.
Our Solution
We built a three-tier web portal: a student-facing application tracker with document upload and status visibility, a counselor workspace for managing assigned students with task lists and communication logs, and an admin panel for managing counselors, monitoring application pipeline health, and generating performance reports. Automated email notifications keep students informed at every milestone without counselor intervention.
The Transformation
- Application status tracked across email threads
- Documents shared as scattered email attachments
- Counselors fielding status calls all day long
- No deadline tracking system in place
- Management had zero pipeline visibility
- Document version control non-existent
- Visual progress timeline every student can see
- Secure document portal with full version history
- Automated emails cut status enquiries by 60%
- Automated deadline alerts at every stage
- Admin analytics dashboard with live pipeline data
- Complete document version control and audit trail
Key Features
Application Lifecycle Tracker
Students see their complete application journey visualized as a progress timeline — each step with expected timelines, required actions, and current status.
Document Management
Students upload documents directly; counselors review, request revisions, and approve — all version-controlled with full history and timestamp logs.
Counselor Workspace
Each counselor has a personalized dashboard showing assigned students, pending tasks, upcoming deadlines, and a communication history log per student.
Automated Milestone Emails
Students receive automatic email updates when their application status changes — reducing 'what's happening?' queries by 60% and freeing counselor time.
Performance Analytics
Management sees counselor success rates, average application processing time, bottleneck identification, and pipeline health — enabling data-driven resource allocation.
Global University Database
Searchable catalog of partner universities with entry requirements, program details, deadlines, and fee structures — accessible to both students and counselors.
How We Built It
Architecture & Lifecycle Mapping
Weeks 1–2Mapped the full 6-stage application lifecycle, designed the 3-tier data model (student, counselor, admin), and specified all milestone triggers for automated notifications.
Student Portal
Weeks 3–5Built the student-facing dashboard with a visual application progress timeline, secure S3 document upload with version control, and real-time status tracking.
Counselor Workspace
Weeks 6–9Delivered the counselor dashboard with student assignment views, task lists, deadline alerts, full communication history logs, and the document review and approval workflow.
Admin Panel & Automation
Weeks 10–12Built the admin panel for counselor management, pipeline health analytics, and the automated milestone email engine — cutting status enquiries by 60%.
Tech Stack
Key Results
- Centralized 500+ concurrent student applications in a single trackable system
- Reduced inbound status query emails by 60% through automated milestone notifications
- Onboarded 12 counselors with role-based workspaces in under one week
- Application success rate improved to 85% through better deadline tracking and document management
- Management gained real-time visibility into pipeline health for the first time
Impact Metrics
Visual Walkthrough
Project Screens
Student portal — application progress timeline and required document checklist
Student portal — application progress timeline and required document checklist
Counselor workspace — all assigned students with task lists and deadlines
Counselor workspace — all assigned students with task lists and deadlines
Admin dashboard — pipeline analytics and counselor performance reports
Admin dashboard — pipeline analytics and counselor performance reports
“Our counselors now spend time actually advising students — not answering 'where is my application?' emails. The visibility the portal gives everyone has transformed our client experience.”
Director
Managing Director · CGL Consultancy
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