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Services:
Custom Booking System / Admin Portal / UX/UI Design
Tools:
Role-based access, availability calendar, request & approval workflow, waiting list management, notifications, reporting
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01
General

RMHC Cyprus is a charity focused on keeping families close during a child’s hospital stay by providing free “home away from home” accommodation near the children’s wards in Nicosia.

They needed a simple, controlled booking system for their Family Rooms / Family Houses so that appointed Makareio Hospital users can request accommodation for families, and RMHC administrators can manage availability and confirm bookings in an organised way.

02
Objectives

The primary objectives were:

  • Create a clear way for hospital-appointed users to view rooms and request stays for families, without phone calls and back-and-forth.
  • Ensure RMHC keeps full control of approvals (requests are submitted, then approved/declined by RMHC).
  • Support a waiting list when there’s no availability, and allow RMHC to convert waiting list entries into bookings when space opens up.
  •  Keep access controlled: no public registration, users are created by the RMHC admin.
03
The Challenge

Key challenges included:

  • Designing a process that’s fast enough for hospital staff (quick requests), but still gives RMHC a reliable approval step to protect availability and avoid confusion.
  •  Handling real-life scenarios: families need to be placed quickly, but availability changes, priorities shift, and waiting lists must be handled fairly and visibly.
  •  Keeping the system simple for everyday users while still providing RMHC administrators the oversight they need (requests, upcoming stays, waiting list, room availability).
04
The Solution

We implemented a secure web-based system with separate experiences depending on user role, so every user sees only what they need:

1. Hospital user flow (Makareio-appointed users)

  •  Log in with credentials provided by RMHC (no sign-up).
  •  Browse the list of rooms, open a room, and view an availability calendar.
  • Select dates and submit a reservation request with the necessary family details.
  •  If there’s no availability, add the family to the waiting list.

 

2. RMHC admin flow (Location admin)

  • View an admin dashboard with pending requests, upcoming bookings, and waiting list entries.
  •  Approve or decline requests, which updates booking status and room availability.
  •  Convert a waiting list entry into a booking by selecting available dates when a room becomes available.

 

3. Notifications & visibility

  •  The system informs the right people when actions happen (new request submitted, approved/declined, waiting list converted).
  •  Dashboards surface what matters daily: latest requests, upcoming stays, and the oldest waiting list entries first.
05
The Result

A structured, easy-to-run booking workflow that helps RMHC manage accommodation fairly and consistently, while making it simple for hospital-appointed users to place families quickly when they need support most.

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