The Client.
Extensis Group, LLC (ExtensisHR) is an organization that offers a variety of HR services to other businesses and organizations.
The Challenge.
The client sought to build a web application for education providers. The current application they use lacked certain features desirable to their customers, so they needed a new platform that could offer these additional features, while still being able to link to the existing platform’s backend.
The Solution.
Our team worked with the client to develop a web application that could meet the wants and needs of their customers. The new platform offers many new features that are not available in the current system, and it is linked with the current system to port over the existing data for a seamless user experience. The web application also leverages current popular frontend technologies to give the site a more modern and attractive interface.
Tech Stack
Web App Features.
Login/SSO.
- Users can log in with their existing Prism credentials, so there is no need to create a new account.
- Users will set up their MFA preferences for added security, and can send a code either to their email or phone.
- Users can choose which school client dashboard they want to access.
School Client Dashboard.
- Employees can view the dashboard for the school clients they have access to. User can switch between school clients if they have access to more than one.
- A user with super admin credentials will access the super admin panel after login.
- Users will have access only to the features they have permission to, based on their role as teacher/associate or admin.
- The dashboard will automatically update for each client based on the user’s role and permission levels.
Super Admin Features.
Super Admin Management.
- Super admin can add other super admin users by providing the username. When a user logs in with the username they can access the super admin panel.
- Super admin can edit the details of existing super admin users, or delete the user entirely to remove their access.
Client Management.
- Super admin can add school clients that will be available on the ExtensisHR/SchoolCloud platform.
- Super admin will see the number of teacher/associate and admin users for the client, and can edit the details of the school client.
- Super admin can view the list of employees for a client, seeing basic user details and the user’s role as either teacher/associate or admin.
- Super admin can edit the role of an employee to give the employee admin access. Super admin can also manage specific permissions that the admin user will have for the client.
- Super admin choose a school client to view the client dashboard as an admin user with full admin capabilities.
Admin Features.
Home Screen.
- User sees a dashboard overview on the home screen, with information about the employees for the client as well as notable upcoming dates.
- User can click into the home screen categories to view the full list of items for each.
Letters.
- User can create templates for sending bulk email letters with dynamic fields that autofill based on the recipient.
- User can select a letter template to send and choose the recipients from the list of all employees for the client.
- User can preview the letter before sending, and fill out the information for the dynamic fields that need manual entry.
- The letter will be sent to all selected recipients, and admin can see if any users did not receive the letter because the user does not have an email address.
- Admin can view the letter as a document for each recipient.
Calendar.
- Users can create a calendar school year and edit the start/end dates for existing calendars.
- Users can switch the view to show different calendars, with the default showing the current date.
- Users can manually enter an event to show in the calendar, or users can bulk upload events using a spreadsheet template.
- The events will be available for all employees to view.
Documents .
- User can upload files to be stored as documents for any employees.
- Sent letters will be automatically uploaded to the list as a document.
- User can edit or delete the documents in the list.
Certifications.
- User can upload certificate files for any employees.
- User can mark the status of the certificate to keep track of its expiration.
- User can edit or delete a certificate from the list.
Processes .
- Users can create a process template to use for common administrative tasks.
- User can start a process for an employee, and assign tasks to other users to complete.
- Users who are assigned a task will receive an email notification with details about it.
- Users receive reminder emails until the task is complete and can mark a task as complete from within the email.
- Users can change the status of tasks to track if they have been completed, canceled, or expired.