Project Request System

The Story of the Project Request System

Before this system came to life, our project requests were coming in the old-school way — through phone calls and WhatsApp messages. Pastors and church leaders would reach out whenever there was a new project, and while that worked at first, it became harder and harder to keep track of everything.

Imagine trying to remember who requested what, when it was due, and who on the team was handling it… all while juggling countless conversations. It was easy for things to get mixed up or delayed.

That’s when Dennis had the idea 💡.
He looked around and said, “Why don’t we build one place where all these requests can live, so nothing gets lost?”

And just like that, the Project Request System was born.

How It Works 

  • Users (pastors, leaders, members) log in and place a request for their project.

    • They choose the type of project, set a due date, and can even record an audio message if that feels easier than typing.

    • Once submitted, the request is instantly saved in the system.

  • Admins get notified right away through the Celcom API and can assign the request to a team member.

  • Team members then log in, view the details, and update the project status as pending, in progress, or completed.

  • When the project is completed, the person who requested it receives a text message straight to their phone letting them know their project is ready.

Features That Make Life Easier 

  • Clear Tracking: Every project is visible and organized no more confusion about who’s handling what.

  • Charts & Insights: With Chart.js, we can show graphs and trends, like the types of projects most requested.

  • Support Us with Coffee ☕: A special “Buy Us a Coffee” button, powered by M-Pesa Daraja API, makes it simple to support the team.

  • Reminders & Calendars: The system reminds us of upcoming deadlines so nothing sneaks up unexpectedly.

The Tools Behind It 

We built this using a familiar but reliable stack:

  • Frontend: HTML, CSS, Bootstrap, JavaScript

  • Backend: PHP + MySQL

  • Hosting: Thanks to Hostinger for powering us online

  • See It Live: mediaprojects.karenagc.org

Why This Matters 

This project transformed the way we handle requests. Instead of scattered phone calls and messages, everything is centralized, easy to track, and simple to manage. Pastors and leaders can share their needs with confidence, the team can respond quickly, and projects can move forward smoothly.

What started as Dennis’ simple idea is now a tool that helps our whole community work better together and that’s something worth celebrating.