- Project 1: build a polished Next.js website with CMS editing, ecommerce, stock management and a working contact form.
- Project 2: replace spreadsheet bookings with central appointments, confirmations, reminders and missed-appointment flags.
- Project 3: digitise records, permissions and reporting, with mandatory fields before users can move forward.
- Put one or two system owners at the top of permissions, with scoped access and audit trails.
- Generate operational, funding and VSS-style monitoring reports when the team needs them.
- Use the three project prices for funding applications where one funder covers X and another covers Y.
- Deliver as one whole-package programme for £16,000, with planning included.
Table of contents
Centre for Health & Wellbeing Belfast
Three connected projects in one practical programme: a public website and ecommerce rebuild, an appointment management system, and a secure records, permissions and reporting service to support funding evidence, therapist workflows and administration.
3
project areas
5
delivery phases
£16,000
whole package investment
10-14
weeks indicative delivery
Summarise
TLDR: three projects in one connected programme.
CHWBB needs more than a website refresh. The cleanest way to read this is as three linked pieces of work: public engagement, appointment operations, and secure service records with reporting. They can be discussed separately, but they work best as one joined-up implementation.
Funding context
Positioned around resilience, evidence and funder confidence.
Dormant Assets funding in Northern Ireland supports VCSE organisations to build capacity, improve digital confidence, strengthen governance and track impact. This proposal is shaped to help CHWBB show that the investment improves both service delivery and evidence gathering.
Dormant Assets fit
Digital forms, CMS editing, reporting and governance controls all support a stronger, more resilient operating model.
Lottery funding narrative
The proposal gives funders a clear story: better access for service users, less admin strain, cleaner impact data and stronger controls.
VSS monitoring ready
VSS categories, registration fields, attendance, outcomes and anonymised exports are captured in a structured way for reporting.
Programme structure
Three project areas, delivered through five phases.
The commercial proposal is deliberately kept to three project areas. The five phase cards below show the practical delivery sequence inside those projects, so CHWBB can see how the website, bookings, records, permissions and reporting fit together.
Each phase can stand alone for discussion, but together they create one connected platform for public engagement, internal operations, approvals and evidence-led reporting. The three project prices are included to help CHWBB split applications across different funders while keeping one joined-up implementation plan.
Website redevelopment
A modern, mobile-first Next.js website with CMS editing, ecommerce, stock management, contact forms and clearer service pages.
Dormant Accounts Fund specification: Website
- Improved public perception and trust
- A simpler route to donate, sell vouchers and manage oils
- A content structure staff can maintain confidently
Appointment management
A central scheduling system to replace the current spreadsheet process across delivery locations, staff, therapists and appointment confirmations.
Dormant Accounts Fund specification: Appointment Booking System and Service User Welcome Pack
- Administrator-controlled appointment input
- Service user confirmations and reminder messages
- DNA, cancellation and missed-appointment flags
Digital forms, records and reporting
Secure digital forms and structured records that support permissions, audit trails, MYMOP, follow-up and VSS-style reporting.
Consultation, consent, cover sheet, sessional follow-up, MYMOP and VSS monitoring forms
- Less paper handling and duplication
- Mandatory fields before a form can move forward
- Read-only records with authorised amendments
Permissions and audit trail
A clear approval structure with one or two system owners controlling invitations, scopes, roles and read-only access.
Consent, data retention, therapist/admin workflows and approval requirements
- Top-level authorisation for who can see what
- Therapist and admin activity logged
- Access changes and record updates traceable
Reporting and insight
On-demand, monthly, quarterly and annual reporting for attendance, service usage, client categories, therapist activity and funding evidence.
Dormant Accounts Fund specification, VSS Monitoring Tool and MYMOP outcome forms
- Cleaner data for funders
- Quick report generation when needed
- Better visibility of demand and outcomes
What the spec tells us
The proposal is grounded in the Centre's current paperwork and workflows.
- Spreadsheet appointment tabs across multiple delivery locations
- Administrator-only appointment input with staff and therapist visibility
- Client categories such as VSS, carer and voucher
- DNA, cancelled under 24 hours and cancelled over 24 hours attendance states
- Consultation, consent, MYMOP initial, MYMOP follow-up and sessional notes
- Funded programme monitoring data and anonymous reporting requirements
- Safeguarding, complaints, consent and data retention responsibilities
- Service user agreement note that two missed appointments can cancel remaining sessions
- Voucher, donation and product payment routes with staff-manageable content
Previous work
Relevant delivery experience.
Recent work across charities, community organisations, professional services and membership organisations.
Wired Different
Community platform supporting young people and families through events, resources and digital engagement.
West Wellbeing
Charity website supporting mental health and wellbeing initiatives with accessible routes to support.
Newhill FC
Custom football club platform with live fixtures, team management and integrated data services.
Taggart Transport Training
Professional training provider website designed to improve visibility, enquiries and mobile accessibility.
Clarke & Co Accountants
Professional services website shaped around simplicity, trust and clear enquiry routes.
Phase 1
Next.js website, CMS and ecommerce.
A modern, accessible public website that makes services easier to understand, supports product and voucher sales, and gives staff a manageable CMS-driven content structure.
Service investment: £4,000
Deliverables
- Complete redesign and redevelopment as a polished Next.js project, not WordPress
- Mobile-first responsive design and improved navigation
- CMS-driven pages so staff can update services, news, notices and key content
- Working contact form with enquiry routing
- Donation, voucher, oils and product payment pathways
- Ecommerce catalogue with basic stock management
- Stripe-ready payment journeys and automated voucher delivery flow to be agreed during setup
- SEO foundations, analytics, backups, training and hosting-ready deployment
Matched documents
Dormant Accounts Fund specification: Website
This section answers the brief for a modern website, mobile/computer-friendly access, easier navigation, content templates, payments for oils, vouchers and donations, automatic voucher communication, backup, support and staff training.
Why it matters
The website is the public front door for service users, funders, donors and community partners. This phase gives CHWBB a clearer online presence while making donations, voucher purchasing and ecommerce feel simple, trustworthy and accessible.
Phase 2
Appointment management without spreadsheet strain.
A centralised booking system to replace multi-tab spreadsheets, improve visibility and support service user confirmations, reminder messages, attendance tracking and operational reporting.
Service investment: £6,000
Deliverables
- Appointment scheduling platform for administration staff
- Therapist diary visibility and role-based access levels
- Delivery location, therapist and client allocation tools
- Client category tracking including VSS, carer and voucher
- Attendance states for attended, DNA and cancellation windows
- Service user confirmation option for appointments
- Best-practice SMS and email reminder workflow within agreed usage levels
- Automatic flag when a service user has missed two appointments
- Appointment history and operational dashboard
Matched documents
Dormant Accounts Fund specification: Appointment Booking System
This section maps to the current Excel-based appointment process, admin-controlled appointment entry, therapist visibility, delivery locations, client categories, reminder texts and monthly, quarterly and annual data output.
Operational benefits
- Reduced administration workload
- Better appointment visibility for staff and therapists
- Fewer missed appointments through confirmations and reminders
- Clear action point when a client reaches two missed appointments
- Cleaner data for monthly, quarterly and annual analysis
Phase 3
All forms digitalised with secure records.
A digital record system designed around CHWBB's real forms, consent requirements, therapist notes, mandatory completion rules and funded programme monitoring needs.
Service investment: £6,000 including records, permissions and reporting
Forms and records covered
- Client consultation and health information
- Service user consent and data retention consent
- Client cover sheet and therapies offered or selected
- Sessional follow-up notes, oils or products used and observations
- MYMOP initial and final session scoring
- VSS monitoring and registration data where required
- Service user agreement and welcome pack confirmations where useful
Matched documents
Client and funder forms
This section covers the Client Consent form, Client Cover Sheet, Consultation Form, Sessional Follow Up form, MYMOP Initial form, MYMOP Follow Up form, VSS Monitoring Tool and relevant welcome-pack confirmations.
Form controls
- Mandatory field validation before users can move to the next step
- Conditional questions where the paper forms require detail after a yes/no answer
- Read-only submitted records with authorised amendment routes
- Secure backup, recovery and audit trail functionality
- iPad, laptop, desktop and mobile access
Phase 4
Permissions, approval and audit trails.
A pyramid-style permission model where one or two trusted system owners control who can access records, bookings, forms, reports and administration tools.
Included in the records, permissions and reporting service
Permission structure
- System Owner: top-level approval, invite emails, assign roles and revoke access
- Coordinator/Admin: manage clients, appointments, allocations, amendments and reports
- Therapist: view assigned appointments and complete assigned client forms only
- Reporting/Read-only: view approved dashboards and exports without editing records
- Custom scopes for VSS, carers, vouchers, funding streams and location-based access
Matched documents
Consent, retention and operating controls
This section supports the consent and data-retention responsibilities in the forms, the therapist/admin access split in the brief, and the need for top-level approval before emails are added or sensitive records are viewed.
Audit trail
- Track who created, viewed, edited, approved or locked a record
- Log appointment changes, cancellations, DNAs and confirmation events
- Record access changes made by the system owner or admin team
- Support authorisation at the top of the process before sensitive access is granted
Phase 5
Reporting that supports decisions and funding evidence.
Dashboards and exports that turn booking, attendance, category, MYMOP and outcome data into useful on-demand, monthly, quarterly and annual insight.
Included in the records, permissions and reporting service
Matched documents
Dormant Accounts, VSS and MYMOP evidence
Reports are shaped around funder monitoring, anonymous service-user data, VSS categories, session outcomes and internal service planning.
Operational reporting
Attendance, DNA, cancellation, missed-two flags, therapist activity, location and service utilisation views.
Funding reporting
Client category, funded programme, Dormant Assets/Lottery narrative data and anonymous monitoring outputs to help evidence need and impact.
VSS-ready exports
Structured exports for VSS-style monitoring, with a VSS API integration treated as an added bonus if technical access is available.
Package investment
Three projects in one complete programme.
The proposal is a £16,000 whole-package digital transformation programme, split into three funder-ready project prices: £4,000 for the website, £6,000 for appointment management and £6,000 for the records, permissions and reporting service.
Three project prices
Website, CMS and ecommerce£4,000
Appointment management and reminders£6,000
Digital forms, records, permissions and reporting£6,000
Whole package total£16,000
Project prices are provided for funding applications and budget allocation. The recommended delivery route is still one coordinated programme so the website, bookings, forms, permissions and reporting work together properly.
Whole package investment
£16,000Project clarity
Assumptions, handover and ongoing costs.
A compact set of notes to keep the £16,000 package clear, protect the scope and give trustees or funders confidence about what happens after approval.
What the package covers
The £16,000 covers planning, design, build, testing, launch preparation, training and handover across the three project areas described above.
Client inputs
CHWBB will provide final content, current forms, approval feedback, access to required systems and one or two system owners for permissions decisions.
Data and security
The implementation will be shaped around UK GDPR-aware working practices, role-based access, audit trails, backups, retention needs and secure hosting choices.
Year one hosting and support
Hosting is included for the first year. After that, website server costs are estimated at £20-£50 per month depending on traffic. As CHWBB is a charity, Leviathan will not charge for maintenance or support up to 12 hours of monthly development time.
Service running costs
The appointment, records, permissions and reporting services may need £20-£100 per month after the first year for server and usage costs, depending on traffic, storage, SMS/email volume and selected providers.
Acceptance and changes
Each project area will have a review point before launch. Bug fixes inside agreed scope are included; substantial new features can be quoted separately.
Integrations and migration
VSS API integration depends on VSS providing suitable technical access. Any complex historical data migration can be scoped once the current data is reviewed.
Timeline
A realistic staged delivery plan.
Indicative delivery is around 10-14 weeks once content, access and feedback routes are in place.
Planning and alignment
Confirm workflows, system owner responsibilities, access scopes, content responsibilities, reporting needs and implementation order.
Website, CMS and ecommerce
Design, build, content structure, contact form, payment pathways, stock-management basics, testing, training and launch preparation.
Appointment management
Scheduling workflows, confirmations, reminders, access levels, categories, missed-appointment rules and dashboard setup.
Digital forms and permissions
Digital forms, mandatory validation, therapist workflows, read-only records, admin tools, audit trail and backup.
Reporting and VSS-ready exports
Dashboards, exports, on-demand reports, monthly, quarterly and annual views, funding and impact reporting.
These timings are approximate and will depend on content readiness, stakeholder review cycles, third-party integrations, ecommerce setup and access to any required systems. A direct VSS API connection is subject to VSS making suitable technical access available.
Next steps
Confirm the preferred route and begin planning.
Once the Centre is ready to proceed, Leviathan Studios can schedule the kick-off, confirm access requirements and start the planning phase.
To proceed
- Review and approve the proposal
- Confirm the three project areas and preferred delivery order
- Secure funding approval where applicable
- Ask for invoice or bank details to secure the project slot
- Nominate system owners and agree any ongoing cost choices
- Commence planning and implementation
Contact
JB, Leviathan Studios Ltd
Ready to begin
Secure the project slot and move into planning.
When CHWBB is ready to proceed, Leviathan can send invoice or bank details and agree the planning start date.