Case study · Non-profits · Trip management
Trip management platform for Proactive Future
The problem
An association that runs trips managed registrations, payments and participants across spreadsheets, forms and several disconnected platforms.
The solution
Its own web platform, with frontend and backend, that centralises the data, takes payments online and organises participants and coordinators in one place.
Registrations, payments and participant lists cross-checked by hand across several tools.
Participants sign up and pay on their own, and the team sees every trip in real time.
Context
Proactive Future is a youth association that runs weekend getaways around Spain (Wild Weekend), small-group trips around the world (Wild Trip) and Erasmus+ projects. Everything is coordinated by a team of volunteers, and every trip involves applications, limited places, staged payments and a lot of communication.
The challenge
Information was spread across spreadsheets, forms, emails and different payment gateways. Knowing who had paid, how many places were left or what was still pending meant cross-checking data by hand, and every coordinator worked their own way.
What we did
- A public website in Spanish and English with the catalogue of trips and projects, ready for search engines and AI assistants.
- Registration with user accounts (Google sign-in), application review by the coordinator and card payments in stages, deposit and balance, with membership included automatically.
- A single dashboard for the team and coordinators: participants, places, payments, documents and figures for each trip, with role-based permissions.
- A notification centre with tasks and news: payment reminders, departure countdowns and last-places alerts, each linked to its action.
- A meet-up calendar with invitations to add to your phone.
- Post-trip reviews, with more than 200 historical responses recovered, to measure and improve every edition.
- Impact statistics on the home page, calculated live from real data.
- A web app for treasure hunts and group activities: player sign-up, QR-code challenges and a control panel for coordinators.
- Trip stories and social media pieces generated from what participants themselves say.
Technology
- React
- TypeScript
- Node.js
- PostgreSQL
- Supabase
- Stripe
- Cloudflare
The result
The association's entire operation lives in a single system. Participants sign up, pay and get reminders on their own, coordinators manage their trips from their phones, and the team sees places, payments and figures in real time without cross-checking spreadsheets.
“We used to run our trips across spreadsheets, forms and endless messages. Now everything lives in one place: registrations, payments, reminders to participants… and it has changed our day-to-day. What I value most is how easy it is to make changes: we ask, and very soon it's up and running. Always with complete willingness and transparency, knowing at every moment what is being done and why.”
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