Digital platform for
vocational training
For a client operating a nationwide network of adult education schools, we developed a modern system that streamlines the organization, execution, and monitoring of internships, addressing the challenges of digitalizing administrative processes in post-secondary schools.
Design
WWW
Backend
Frontend
DevOps
Client description
Nauca operates a nationwide network of adult education schools, offering post-secondary programs and a wide range of vocational courses. Education is available in dozens of cities across Poland and is tailored to the realities of the job market, enabling students to gain practical qualifications in a flexible format - including remote and weekend study options.
The client supports adults in their professional and personal development by providing modern and easily accessible education.
Project goal
The goal of the project was to create a modern online platform that supports the organization, execution, and monitoring of vocational internships for post-secondary school students. The main objective was to simplify and streamline the internship process while ensuring easy access to all related information and resources.
The project responds to the growing need for digitalization of administrative processes connected with vocational internships - improving their organization, increasing accessibility, and enabling internships to be carried out in a flexible format that accommodates the individual needs of learners.
Technologies used
PHP 
Symfony 
Sylius 
Maria DB 
Docker 
Redis 
Elastic Search 
RabbitMQ
Challenge
The main challenge was to identify the client’s business processes and fully understand their needs. Workshops played a key role in the project, allowing us to gain insight into the specifics of the industry and define the most important functionalities. Based on these findings, we designed the system architecture and selected the appropriate technology stack.
Key platform features
- User and access management - the system enables registration and handling of various account types such as trainees, supervisors, lecturers, and administrators. A detailed role and permission management system was implemented, allowing precise control over access to system functionalities. Users can be archived or reactivated, and passwords can be reset when needed.
- Internship management - the platform supports comprehensive internship administration. Administrators can import trainees from XLS files and assign them to groups. Both administrators and supervisors can monitor internship progress and motivate trainees through a built-in communication module. Trainees are assigned to groups, which are linked to specific organizational units. The system allows archiving of completed internships, tracking supervisor assignment history, and generating logs and agreements in PDF format. The process concludes with evaluation, grade calculation, and supervisor approval of the internship log. Additionally, administrators can perform bulk edits of trainee data, manage assignments, and filter or search information.
- User panel modules - each user type has a dedicated panel suited to their role. Trainees can view their schedules, learning materials, tests, and progress information. Supervisors have access to their assigned groups and trainees, where they can track progress and approve generated internship journals. The admin panel offers full control over data structures, user accounts, and documents. Interfaces were designed to be intuitive and to provide quick access to the most important features.
- Didactic module and tests - the system includes a module for managing educational materials, which can be published by administrators and assigned to specific courses. Users can browse topics, access educational content, and complete knowledge-check tests. The system tracks material usage and test completion, with tests created through a built-in editor. The module also includes grading conditions and notifies users about their progress and results.
- Organizational structure and configuration management - the platform supports management of a multi-level organizational structure, including governing bodies, branches, schools, and groups. Administrators can assign lecturers to courses and define data for governing institutions, including signatures and seals. The system tracks the number of trainees in groups, making internship organization easier. It also allows management of semesters and grading systems (e.g., percentage scales).
- Internal communication - a communication module allows messaging between students, supervisors, and administrators. Each role has access to a dedicated communication channel. Users can exchange information and respond to current needs within their assigned roles. The system also allows tracking and managing open issues that require attention.
- Video lessons and schedules - to support flexible training delivery, the system enables creation of internship schedules and video lessons. It integrates with an external tool that facilitates organizing online meetings, registering participants, automatic login, and attendance tracking. Invitations and email reminders can also be sent. Schedules are accessible to trainees, supervisors, and lecturers.
- Reporting and analytics - the platform generates a variety of reports on system activity and user engagement, including trainee performance, grades, test progress, internship completion, and participation in video lessons. Reporting features enable quick decision-making and ongoing monitoring of the educational process.
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Branding
As part of the project, we designed the logo and adapted the visual identity elements, such as the color palette and typography, ensuring a consistent and aesthetically cohesive look for the platform.
Zespół projektowy
The project involved a team of 7 people - a project manager, tech lead, back-end developer, front-end developer, tester, and DevOps specialist.
Project stages
- Product workshops The project began with product workshops aimed at understanding how post-secondary schools operate and how vocational internships are organized. After an introduction to the client’s industry, we identified key processes, defined personas representing target users, gathered initial requirements, and refined the expected outcomes of the system implementation. The workshops allowed us to establish the first assumptions for the system architecture and create a shared communication framework, which improved goal alignment and transparency throughout the later stages of the project.
- Requirements analysisBased on the workshops, we prepared documentation covering the contextual architecture of the platform, descriptions of key user groups and their needs, and a detailed breakdown of roles and permissions within the system. We also defined the core business processes as well as functional and non-functional requirements. Additionally, we proposed a suitable technology stack and conducted a risk analysis to identify potential threats and prepare response scenarios. This approach enabled us to fully understand the platform’s logic and properly prepare for the next stages of the project.
- Project planningAfter completing the analysis, we moved to the planning phase, where we detailed all tasks resulting from the identified requirements. Following the client’s priorities, we divided the implementation into stages, assigning specific activities to each phase. At this stage, we also defined the project team composition, assigned roles and responsibilities, and established communication mechanisms and the work schedule. In addition, we planned the configuration of development, staging, and production environments.
- Implementation The implementation process was divided into two stages. In the first, we focused on establishing the system’s foundation and delivering key functionalities such as internship and user management, internal communication, document generation, and video lesson handling. The second stage included more advanced features, such as the reporting module, automated document delivery, and generation of participation certificates for video lessons. The work was carried out iteratively - functional increments were delivered, tested, and improved based on ongoing client feedback.
- Production launchAfter implementation was completed, the system was deployed to the production environment. Final tests were conducted to verify not only functionality but also non-functional aspects such as security and performance. Data migration was carried out, including educational materials and the organizational structure previously configured in the staging environment. The platform was officially made available to end users, allowing vocational internships to be conducted in a new, fully digital model.
- Development and maintenanceThe project is currently in the development and maintenance phase, during which the system is continuously monitored, expanded with new features according to user needs, and kept in full operational readiness. As part of maintenance, we provide technical support, functional consulting, and regular platform updates. We also collect user feedback and respond to emerging needs to ensure the platform’s ongoing improvement.
Project outcomes
BEFORE:
- Difficulties finding internship placements - before the system was introduced, trainees had to search for internship opportunities on their own. This process was often time-consuming, stressful, and frequently ended with the inability to complete internships within the required timeframe.
- Challenges completing the course - the lack of available internship placements led to difficulties completing courses, as vocational internships are a mandatory part of the curriculum.
- Limited flexibility in completing internships - the internship program was mainly conducted in-person, without technical support that would allow adjusting schedules or locations to individual student needs.
- No centralized internship management system - the organization of internships relied on multiple disconnected tools such as emails, spreadsheets, and external systems, making it difficult to efficiently manage all the organizational units involved in the process.
AFTER:
- Easier access to internship placements - with the centralized system and the ability to assign trainees to groups within the organizational structure, the internship process became more transparent and automated. Trainees no longer need to search for placements themselves, which has significantly reduced stress and the risk of delays.
- Higher course completion rates - eliminating the issue of unavailable internship placements directly improved the completion rate of vocational internships and, consequently, increased the percentage of students finishing courses on time.
- Greater flexibility in completing internships - integration with video lesson tools and the ability to create custom schedules have made internships more flexible, accommodating the individual needs of both trainees and supervisors.
- Automated internship management - the platform allows complete internship management in one place - from user assignments and document generation to progress tracking, grading, and reporting. This enables organizational units to plan and oversee the process efficiently without relying on scattered tools.
- Improved communication and user support - thanks to the built-in communication module, users can directly contact supervisors and administrators, fostering a greater sense of support and smoother internship coordination.
- Reliable documentation and quick access to data - automatic generation of internship logs, agreements, and certificates, along with the ability to review and approve them in the system, ensures that the entire process is well-documented and easy to verify.
Business impact
The implementation of the system brought the client a wide range of benefits that significantly improved the efficiency and quality of managing vocational internships. Most importantly, the platform strengthened the client’s market position by enabling them to offer a modern, digital solution that meets the growing needs of post-secondary schools. Thanks to the platform’s innovation and comprehensive functionality, the company became more competitive in the education sector, opening up new collaboration opportunities with educational institutions across the country.
Another key benefit was the increased efficiency of internship management through the centralization and automation of processes such as document preparation. The platform also introduced flexibility in the way internships are conducted, allowing schedules and formats to be adapted to the individual needs of trainees and organizational units. This made it possible to better tailor the program to various requirements, while trainees gained greater autonomy in organizing their work, resulting in higher satisfaction levels.
Additionally, the implementation improved reporting and monitoring of trainee progress. Administrators and supervisors can now track performance in real time, analyze test results, and monitor internship progress, enabling faster decision-making and adjustment of educational plans to current trainee needs.
The platform represents a true revolution in vocational internship management, earning recognition in the market while offering vast potential for further development and service expansion, allowing the client to adapt flexibly to the changing needs of the education sector.
