NNLS Drop-In Centre — Client Tracking Web Application

Digital tracking system for a volunteer-run asylum seeker support service

The NNLS Drop-In Centre for Destitute Asylum Seekers is an ongoing community project in North London, run entirely by volunteers, supporting approximately 260 asylum seekers per month. The centre provides practical support across several service areas — and was operating with paper-based lists and manual tracking that made it difficult to manage client records, coordinate between volunteers, or report accurately on the work being done. We built a bespoke Yii 2 web application to replace that paper system with something the volunteer team could actually use.

The Challenge

A volunteer-run drop-in centre has constraints that a commercial software project does not: the people using the system change week to week, may have no technical background, and need to process clients quickly in a busy environment. Paper lists worked after a fashion, but they created problems that compounded over time — no audit trail, no visibility across service areas, no way to generate the attendance and service data needed for grant applications and impact reporting.

The system had to be simple enough for any volunteer to pick up without training, structured enough to capture the data the centre needed, and reliable enough to run on the day without technical support on site.

What We Built

We built a Yii 2 PHP web application with separate interfaces for each functional area of the drop-in:

• Client registration — a simple intake interface for recording new clients and returning visitors, with the minimum data required for service tracking and anonymised reporting
• Attendance and check-in — a fast check-in flow designed for the pace of a busy drop-in session, allowing volunteers to process multiple arrivals quickly without queues
• Service allocation interfaces — separate views for each service area within the drop-in, so volunteers in different roles see only what is relevant to their function
• Role-based access — different interfaces and permissions for reception, service delivery, and coordination, keeping the system focused for each user type
• Reporting and data export — attendance totals, service delivery summaries, and client data exports structured for grant reporting and impact measurement
• MySQL database with concurrent access handling appropriate for multiple volunteers using the system simultaneously during a session

Frequently Asked Questions

What did the NNLS drop-in software replace?

Paper-based lists and manual tracking. The system moved client registration, attendance recording, and service allocation from physical paperwork to a digital application — with separate role-based interfaces for each function in the drop-in, including reception, service delivery, and reporting.

How do you build software for volunteers rather than technical users?

The key is simplicity of interface. Volunteers at a drop-in centre may not be technically confident, and they are busy. Each interface was designed around a specific workflow — registration, check-in, service allocation — with minimal steps and clear feedback at each stage, so volunteers can use the system without being trained each time.

Can this type of software help a charity demonstrate impact to funders?

Yes. Moving from paper to digital records makes reporting significantly easier — the system generates attendance and service delivery data that charities need for grant reporting and impact measurement. This was one of the key operational benefits for NNLS alongside the day-to-day improvements for volunteers.

About This Project

We build bespoke web applications for charities, social enterprises, and co-operatives. Get in touch to discuss your project.