How Destination Dawah Works

Destination Dawah is an all-in-one workspace that manages the full lifecycle of a dawah trip applicant, from the moment they register on the public landing page through to approval, payment, and travel. It combines three things in one place:

• A public funnel — a marketing landing page that captures registrations.
• A member portal — where applicants log in to complete their application, book webinars and interviews, and pay.
• An internal CRM — where the team manages contacts, pipelines, tasks, risk assessments, interviews, payments, and content.

Everything is connected: a registration on the landing page automatically creates a member record and a CRM contact, and every milestone the member hits in the portal automatically moves their contact through the CRM pipeline. The team never has to copy data between systems.

From the applicant's point of view, the journey is simple and self-service:

1. Discover & register — They land on the public site, read about the trips and impact, and fill in a short sign-up form (name, email, country, WhatsApp). No password is needed.
2. Log into the portal — They enter their email and receive a one-time code (OTP). Entering the code logs them in securely.
3. Complete the detailed form — In the portal they fill out the full application: background, motivation, passport details, emergency contact, medical info, and upload documents.
4. Join a welcome webinar — On submitting the form they're automatically invited to the next Wednesday welcome webinar. They can keep that date or pick a different Wednesday.
5. Risk assessment — A risk assessor reviews their application and submits an assessment, which a risk manager then approves.
6. Book an interview — Once risk-approved, they pick an available interview slot.
7. Approval — After the interview, the admin team approves (or declines) them.
8. Post-approval & payment — Approved members complete a final post-approval form and pay their trip fee online.

Throughout, the member sees a progress tracker in the portal that only unlocks the next step once the current one is complete.

Every member moves through these stages. Most transitions happen automatically as the member completes steps in the portal; a few (risk approval, final approval) are manual decisions by the team.

Each stage can be mapped to a CRM pipeline stage so that when a member reaches a milestone, their contact card jumps to the right column automatically.

Access is role-based. Different team members see different parts of the system:

Admins manage user accounts and assign roles from the Admin → Users page. Members are not staff users; they access only the portal.

The internal workspace (behind login) is where the team operates day to day. Key areas:

• Overview — A dashboard summary of activity.
• Contacts — Every contact, searchable and filterable, with a detail page showing activity history, notes, and custom fields.
• Pipeline — A drag-and-drop board of contacts organised by stage, grouped by project. Newest sign-ups appear at the top of each column.
• Projects — Trips or campaigns, each with its own pipeline and contacts.
• Tasks — Team task management.
• Call Scripts — Reusable scripts for calls, WhatsApp, and email outreach.
• Pipeline Report — An exportable report of pipeline activity.

Admins also have dedicated screens for members, travelers, trips, interview slots, webinars, resources, payments, landing content, and notifications — all under the Admin menu.

The welcome webinar is a recurring weekly Google Meet, every Wednesday at 7pm UK time. It's an optional warm welcome for applicants while their application is being reviewed.

• Auto-invite — When a member submits their detailed form, they're automatically added as an attendee to the next Wednesday's webinar. Google Calendar sends them the invite email, and their portal shows them booked for that date.
• Change date — In the portal they can pick a different Wednesday; the system removes them from the old instance and adds them to the new one on the calendar.
• Wednesday roster — Every Wednesday at 12pm UK, an automated email goes to the organizers listing who's been invited, who's accepted, who's pending, and who's declined.

The webinar link is shown directly in the portal so members can join with one click on the day.

All automated emails are sent through the connected Gmail account (a.nahdy@iera.org) so they come from a trusted, branded address. Emails are plain-text to look like a personal message, and can include an email signature managed in admin settings.

• Portal OTP — The one-time login code is emailed to the member.
• CRM emails — Team members can email a contact directly from the CRM; the email is logged as an activity on the contact.
• Form reminders — Members who haven't finished their form get a daily reminder.
• New member alerts — Admins are notified of every new registration.
• Webinar roster — The Wednesday attendance summary.

Notifications are automated workflows that run on a schedule or in response to events. They can be toggled on or off from the Admin → Notifications page, which also shows when each one last ran and what it sent.

Every send is recorded in a notification log for auditability.

Once a member is approved and completes the post-approval form, they pay their trip fee through the portal. Payment is handled by the configured payment provider (VistaPay).

• Payment config — Admins set the provider, keys, amount, currency, and optional installment plans from Admin → Payment Config.
• Checkout — The member clicks "Make Payment" in the portal and is taken to the provider's hosted checkout.
• Confirmation — On success, the member's payment status updates to "paid" and the reference is stored on their record.
• Payments screen — Admins can review payment status across all members from Admin → Payments.

The public landing page is fully editable without touching code. From Admin → Landing the team can manage:

• Stats — The impact numbers shown on the page.
• Trips — Upcoming trip dates, locations, and spots left.
• Testimonials — Alumni quotes and photos.
• FAQ items — Questions and answers.
• Section content — Hero, video, why-join, journey, and other section copy.

Changes publish live to the site.

A one-glance summary of where things live:

This manual reflects the system as built. If a workflow or screen changes, update this document so the team always has an accurate reference.