Operations platform · EdTech

An entire counsellor workflow, replaced by self-serve software.

Built in 3 weeks. Processing 4,000+ documents 2 months later.

Custom WP plugin CRM + dashboards 3-week build

01 · The challenge

Counsellors were drowning in folders, WhatsApp threads, and Excel sheets.

IndoGerman Education was managing the German university admission journey for hundreds of students manually — every CV, document, application, and visa update tracked in fragmented systems. Onboarding a single student meant chasing scanned PDFs across email, sorting them into folders by hand, and updating status across multiple sheets. The team needed a single source of truth — one platform where students could self-serve, staff could collaborate, and the founder could see everything at a glance.

02 · The approach

Three principles. One platform.

Student self-serve

Move every form, upload, and status check out of the inbox and into a dashboard the student owns.

Staff collaboration

Give counsellors a CRM with masquerade login, so they can step into any student account in one click.

Founder visibility

One master dashboard. Every metric, every document, every visa status — without asking anyone.

03 · Platform tour · 6 screens

Two portals. Six surfaces. Zero spreadsheets.

Public site

Lead capture front-end

Counselling booking + course discovery, optimised for first-touch conversion.

Admin · Surface 1

Master admin dashboard

Live student count, document inventory, application pipeline, and visa stage — at-a-glance.

Student · Surface 2

Student dashboard

5-step application tracker, profile completion, and live visa status — all student-owned.

Student · Surface 3

Document submission portal

Strict file-type enforcement (JPG photos, PDF for the rest). 4,000+ documents processed and counting.

Admin · Surface 4

IGE Tracker Pro

Custom dynamic-table manager. 4,037 entries logged across staff. Replaces 12+ Excel sheets.

Student · Surface 5

Multi-stage CV builder

3-step form generates an ATS-friendly PDF on submit. Replaces hours of manual CV cleanup.

04 · The outcome · 2 months live

From zero to a working operations engine in three weeks.

250+

Students onboarded

4,000+

Documents processed

70+

Applications submitted

50+

Visas processed

Users on platform

Two months post-launch, the platform is processing roughly 67 documents per day across 35 staff and 2 admin owners. The CEO no longer chases counsellors for status updates — every application stage is visible from a single dashboard, in real time.

Bro, bilkul makhan hai. Managing clients and staff is so much easier. I don't have to nag my employees or dig through folders to find anything. Live updates have made the process smoother and shorter.

Privesh Chauhan · CEO, IndoGerman Education

Under the hood

StackWordPress + custom plugin

Database4 custom tables

Build time3 weeks · launched 14 Feb 2026

MaintenanceActively managed by OtterlyViral

User rolesStudent · Staff · Admin · Master

SecurityCSRF nonces · file-type enforcement

Next case

Deutschwala — speak German, not textbooks.

View case study →

Have a project like this?

Let's build your operations engine.

Start a project →