Automated Scheduling System for Covid-19 Vaccination

What the application is

Turned a difficult manual vaccination-scheduling process into a thesis prototype where residents could book available slots and administrators could manage capacity and appointment status.

Who it was built for

College thesis developed with a student team during the COVID-19 pandemic

My role

Project manager and web developer responsible for defining scope, coordinating the remote team, designing the system, implementing workflows, and checking quality

The problem

High demand for vaccination made appointment allocation, confirmations, status tracking, and administrative oversight difficult to coordinate manually.

What I learned from the existing workflow

• Residents request appointments, while administrators and healthcare staff manage capacity and vaccination status.
• Information comes from registrations, available schedules, approvals, appointment updates, and completed vaccinations.
• Manual coordination can produce long waits, unclear status, and uneven scheduling when demand is high.
• The team worked remotely during the pandemic and handled health-related personal information in an academic prototype.

The solution

Our team made available capacity visible before a resident booked, then carried each request through approval, updates, and completion using a clear status. Focused views gave residents, administrators, and healthcare staff the information needed for their part of the process.

Key decisions

1. Make capacity visible before booking Residents choose from available schedules rather than requesting times that cannot be served.
2. Give each role a focused view Residents, administrators, and healthcare staff see the actions relevant to them.
3. Track status through the process A clear appointment state reduces uncertainty from request through completion.

Result

Completed a thesis prototype that connected available capacity, resident booking, administrative approval, appointment updates, status tracking, and vaccination summaries.

What I learned

Leading a remote thesis team during the pandemic taught me to make scope, ownership, and progress visible. Clear coordination became just as important as the application itself.

A closer look