Web-based Visa Management and Tracking Portal

We are a UAE-based visa services company looking to develop a secure web-based portal (web app) to manage visa records, track expiry dates, and notify users and customers about upcoming deadlines.

The system will be used internally by employees and externally by customers via a tracking URL.

Core Requirements
1. User & Role Management

Secure login system

User roles:

Admin – full access

Staff/Employee – data entry & management

Ability to add, edit, deactivate users

Audit log (optional but preferred)

2. Visa Record Management

Employees should be able to:

Add visa records with:

Customer name

Passport number

Nationality

Visa type

Issue date

Expiry date

Last date to exit/renew

Upload documents (passport, visa copy – PDF/JPG)

Edit & update records

Search, filter, and sort records

3. Visa Expiry Tracking & Alerts

Automatic tracking of:

Visa expiry date

Last exit/renewal date

Configurable alert system:

Alerts before expiry (e.g. 60 / 30 / 15 / 7 days)

Notifications via:

Email (mandatory)

WhatsApp or SMS (optional, API-based)

Dashboard showing:

Expiring soon

Expired visas

Upcoming deadlines

4. Customer Tracking URL

Generate a unique tracking URL per customer or passport

Customers can view:

Visa status

Expiry date

Days remaining

No login required for customers (view-only)

5. OCR (Optional – Phase 2)

OCR to extract data from passport images:

Name

Passport number

Nationality

Date of birth

Use Google Vision / AWS Textract / Tesseract (developer recommendation)

Manual edit after OCR extraction

6. Dashboard & Reporting

Admin dashboard with:

Total active visas

Expiring soon count

Expired count

Export data:

Excel / CSV

Basic reports (monthly / yearly)

7. Technical Requirements

Web-based application (desktop & mobile responsive)

Secure authentication

Role-based access control

Clean UI/UX (Bootstrap / Tailwind / Material UI)

API-ready architecture (future mobile app)

8. Hosting & Domain

We already own:

Company domain

Hosting (can be shared after discussion)

Developer should assist with:

Deployment

Basic server configuration

SSL setup

9. Deliverables

Complete source code

Database schema

Deployment guide

Admin user manual

Basic documentation

Post-launch support (1–2 weeks)

10. Preferred Tech Stack (Open to Suggestions)

Backend: Laravel / Django / Node.js

Frontend: React / Vue / Blade

Database: MySQL / PostgreSQL

OCR (optional): Google Vision / AWS Textract

Notifications: SMTP Email + WhatsApp/SMS API

11. Timeline & Budget

MVP: 3–5 weeks

Budget: Open (please propose based on scope)

12. Proposal Requirements

Please include:

Similar projects or portfolio

Suggested tech stack

Timeline breakdown

Cost estimate (Phase 1 & optional Phase 2 OCR)