Residency Application System (Driving Creek Internal Platform)

Client Description

Client: Driving Creek – Arts, Conservation & Experience
Location: Coromandel, New Zealand
Services: Custom Web Application Development, System Architecture, UX/UI Design

Bio:
Driving Creek is a unique cultural and tourism destination combining art, conservation, and immersive experiences. Known for its railway, pottery, and artist residency programmes, Driving Creek supports creatives by offering structured residencies that foster artistic growth while connecting with nature and community.

What the Client Needed

Driving Creek required a streamlined, modern solution to manage their residency programme applications. Their existing process was manual, time-consuming, and lacked visibility across different stages of the application pipeline.

They needed:

1. A centralised system to collect artist residency applications
2. A dashboard for moderators to view and manage applicants
3. Clear tracking of each applicant’s stage in the process
4. Tools to assist in selecting successful applicants
5. Automated or semi-automated communication (emails)
6. Accommodation management for accepted residents
7. A system that reduces admin workload and improves efficiency

What We Delivered

We built a fully custom Residency Application System using Next.js, Sanity.io, and Auth.js, designed specifically for Driving Creek’s internal workflow.

Here’s how we solved each requirement:

• Centralised Application System
  We created a structured online form that captures all applicant details and stores them in a clean, organised database via Sanity.io.
• Moderator Dashboard
  A custom-built dashboard allows staff to easily view, filter, and manage all applications in one place.
• Application Stage Tracking
  Each applicant can be assigned a status (e.g. submitted, under review, shortlisted, accepted), giving moderators full visibility of progress.
• Decision-Making Tools
  The system enables moderators to review applications efficiently, compare candidates, and make informed decisions.
• Automated Communication
  Email workflows were introduced to partially automate responses, helping staff quickly communicate with applicants at each stage.
• Accommodation Management
  Accepted applicants can be assigned accommodation directly within the system, removing the need for separate tracking tools.
• Efficiency & Workflow Optimisation
  The platform reduces manual admin work, eliminates scattered data, and creates a smooth, end-to-end application process.

Extras Delivered:

• Secure authentication system for staff access (Auth.js)
• Mobile-friendly dashboard for flexibility
• Scalable architecture for future feature expansion

The Result

The Residency Application System transformed Driving Creek’s internal operations by turning a fragmented, manual process into a streamlined digital workflow. Moderators can now manage applications faster, communicate more efficiently, and confidently track each applicant from submission to acceptance—all within a single platform.

Frequently Asked Questions

1. Can the system handle a large number of applications?
Yes, the system is built on scalable technologies and can handle growing volumes of applicants without performance issues.

2. Is the application process fully automated?
Not entirely—key decisions remain human-driven, but emails and workflow steps are partially automated to save time.

3. Can moderators customise application stages?
Yes, stages can be adjusted to match the residency programme’s specific workflow.

4. How is accommodation managed within the system?
Moderators can assign accepted applicants to available accommodation directly from the dashboard.

5. Is the system secure?
Yes, authentication is handled through Auth.js, ensuring only authorised staff can access sensitive applicant data.