From Clipboards to Cloud
Digitising Field Operations with Bespoke Cloud Software
A specialist provider of adventure-based life skills programmes for adults with special needs was managing its entire operation on paper: client records, staff rosters, activity planning, and field notes all handled manually. The project became known internally as Clipboard to Cloud, and the name fitted: as the organisation grew, that administrative weight was pulling time away from the people who needed it most.
We designed and built a two-part bespoke software system: a web-based administration portal and a purpose-built mobile application for field staff. The system runs on a modern cloud-native architecture (React frontend, AWS serverless infrastructure, and a React Native mobile application), giving the organisation a reliable, scalable foundation built around how it actually works.
The Challenge
The organisation runs structured day programmes in which small teams of support workers accompany groups of clients on outdoor and adventure activities. Every outing involves a precise sequence of events: client collection, activity participation, intervention monitoring, and safe return to residential care. At each stage, staff are required to record observations, flag incidents, and document the level of support each client needed.
Before the new system, that process created three compounding problems:
Administrative overhead
Office staff spent a disproportionate amount of time transcribing handwritten field notes, maintaining client records across spreadsheets, and manually assembling compliance reports.
Inconsistent field data
Paper forms completed in the field were variable in quality. Different staff interpreted fields differently, some entries were illegible or incomplete, and forms occasionally went missing between the field and the office.
Delayed visibility
Management had no real-time view of active programmes. Reporting on client progress, staff performance, or incident patterns required waiting for paperwork to return and be processed.
The Solution
Administration Portal
The web-based admin portal gives office staff a single, structured environment to manage every aspect of programme delivery:
Client management: full profiles, care notes, and historical programme participation
Staff management: roles, qualifications, and assignment records
Activity library: a catalogue of available activities with associated requirements and risk categories
Daily group planning: the ability to configure each day's groups, assign staff and clients, and publish the day's structure before staff leave for the field
All data entered in the portal is immediately available to the mobile application, eliminating duplication and ensuring field staff always work from current information.
Mobile Application
The mobile app is the operational tool for staff in the field. It guides workers through a structured sequence of forms that mirror the actual flow of the day:
Collection: confirming client pickup, geolocating the device, and recording any handover observations
Activity participation: logging engagement levels and notable moments during the programme
Intervention recording: capturing the nature and degree of support provided to each client in a consistent, structured format
Return: confirming safe delivery back to residential care with precise time and location
Forms are pre-populated with the day's group configuration. Required fields and structured input types (dropdowns, selectors, guided text fields) replace the ambiguity of blank paper forms. Submissions sync automatically, giving the office real-time visibility of field activity.
Technical Architecture
Backend and API
The system is built on a fully serverless AWS infrastructure, chosen for reliability, cost efficiency at variable load, and the operational simplicity of having no servers to manage. AWS Lambda functions handle all business logic, exposed through Amazon API Gateway. The architecture scales automatically with usage, whether one staff member is submitting a form or an entire day's groups are syncing simultaneously.
Data
Amazon DynamoDB provides fast, flexible storage for operational data: client records, group configurations, and form submissions. Completed programme data is archived to Amazon S3, where Amazon Athena makes it available for ad-hoc querying and report generation without impacting live application performance.
Frontend and Mobile
The administration portal is built in React, with a component-driven architecture that keeps the interface consistent and maintainable as requirements evolve. The field application is built in React Native, enabling a single codebase to target both iOS and Android. Both surfaces communicate with the same API Gateway endpoints, ensuring data consistency across the platform.
Data Security and Compliance
Organisations working with adults with special needs handle some of the most sensitive personal data in existence. The architecture treats security as a foundation.
All data is encrypted in storage and in transit. Access is authenticated and role-based. No personal data is accessible without valid credentials.
By building on AWS, the infrastructure trusted by governments, healthcare systems, and financial institutions, the platform inherits an enterprise-grade security baseline that would be prohibitively expensive to replicate independently. AWS is subject to continuous independent audit against internationally recognised standards including ISO 27001 and SOC 2.
All personal data is held within a defined AWS region, supporting GDPR obligations around data localisation. The structured, centralised nature of the system also makes it substantially easier to respond to subject access requests, a significant improvement over paper records or fragmented spreadsheets.
Outcomes
The system is in active trial with the organisation's staff and clients. Early indicators point clearly toward the outcomes that motivated the project.
More consistent field data
Structured input types and required fields remove the most common sources of error and omission. Standardisation across all staff means data is comparable over time, a prerequisite for meaningful client progress reporting.
Reduced administrative workload
Replacing manual transcription with direct digital submission removes the most time-consuming part of the post-event office process. Reports that previously required manual collation are generated directly from the system.
Real-time operational visibility
Management can view the status of active groups, review completed submissions, and access programme data without waiting for paperwork to return and be processed.
About This Project
This system was designed, built, and delivered as a complete end-to-end engagement, from requirements discovery and UX design through to development, testing, and deployment. Both applications are maintained and supported on an ongoing basis. If your organisation has workflows that no existing product quite fits, we would welcome a conversation about what a purpose-built solution could look like.