Prison Pen Pals

I want to create a website, including a landing page, an intake form, and data entry system which would ultimately use bar code scanning, dymo address printing, and data tracking to streamline a new prison pen pal service.

I’M WELL OPEN TO CHANGE AND IDEAS but... Essentially this is how it will work:
There will be 2 PO Boxes, one for prisoner's and one for non-inmates
non-inmates fill out a general form online before writing a letter.
non-inmates receive a code after filling out form and "receipt page" to print which will have a barcode that can scan into our system when we receive their letter
-- Code, name, address is recorded in data base when they sign up, and checked in when we receive letters
non-inmates write a general hello letter to PO Box A -includes “receipt page ” with barcode of their unique code first name and last initial
Prisoners fill out a pen pal intake form by hand (sent to them from organizations such as GLAD and from other resources) and mail it to PO Box B
We manually input inmate information and make a receipt page for inmate based on their intake form
Pass on non-inmates general letters to randomly selected prisoner, include the prisoner receipt and the outsider receipt
Instruct prisoner to include their non-inmates's receipt and their receipt
Prisoner sends their response letter and two receipts to PO Box A
Send non-inmates prisoner’s letter, same instructions of receipts
Repeats