Case StudyInternal purchase system for staff

Overview

Aktivitetshuset Vesterled is an activity centre run by Nordfyns Kommune. Residents pay for their own meals, materials and events, and the staff have to keep track of every purchase and settle it each month.

Until 2023 this was done on paper. Each resident had a folder with a handwritten list of purchases. At the end of every month, one of the staff went through more than 20 folders and typed everything into an Excel sheet. It took hours, the handwriting was not always readable, and every unclear line meant finding the resident and asking what they had bought.

What I did

I built the first version of Regist in April 2023, in about a week and a half. Staff got an admin panel where they create residents, see every purchase, register purchases on a resident's behalf and download the month as an Excel sheet with one click.

Residents who can do it themselves use an iPad in the house. They tap their name, pick a category such as food, materials or events, and tap what they bought. They can see their purchases for the month and delete a mistake, so staff have fewer corrections to make.

• Next.js
• Admin panel
• iPad
• Excel export

The 2026 rebuild

Regist has been in daily use since 2023 and has logged more than 6,700 purchases. In 2026 I rebuilt it from scratch and kept every purchase from the old system.

The new version gives staff more control and less to chase. They can change products and prices themselves without waiting on me, and fix a recent mistake without reopening months that are already settled. Residents can protect their name with a PIN, so nobody else can buy in their name.

• Next.js
• Convex
• Clerk
• Data migration