The challenge
From manual handling to a scalable digital workflow
HLQ licence requests have historically depended on email communication and spreadsheet records. The new system is intended to centralise registration, licence agreements, licence numbers, searchable records and delivery steps in one consistent experience.
What the system must preserve
A licence is required for each project using the HLQ. The client-supplied form also requires an organisation or legal entity to hold the licence, details of an authorised officer, project investigators, study information, selected scales, languages and permissions.
What Sprint 2 adds
This version converts those requirements into an enhanced frontend, prepares fields to align with the supplied database headings, and introduces API-ready forms, validation, dashboards and an electronic acknowledgement flow.
How an application moves through the system
Once submitted, an application follows a three-stage email workflow: the applicant submits and receives a confirmation email; a reviewing authorised officer on the licensing team is notified to check the request; and the outcome — approval or rejection — is emailed back to the applicant, with an approved licence and the matching questionnaire delivered by a final email. See the admin dashboard's "Preview emails" panel for prototypes of each stage.