Our internal tool · Settlement × Language

One shared view
for every client referral.

Referrals, document requests, and follow-ups used to live in scattered email threads. We built the Client Referral System to give our Reception team and Language team a single, quiet view of where each client is — and what's holding them up.

Open portal See how it works SIGN IN WITH MICROSOFT 365
Today's queue Reception view
18 active · 3 need attention
Aziza R.REF-2041 · INTAKE
Waiting on ID copy
3d
Minh TranREF-2040 · REVIEW
Language assessment
1d
Oksana P.REF-2039 · NEW
Newly referred
4h
Samuel O.REF-2037 · DONE
Placement confirmed
—
Referrals this month
142
Avg. time to placement
6.2 days
Reminders sent last week
37
Stalled > 7 days
4
Why it exists

From email threads
to a shared line of sight.

Before · In the inbox

"I think reception already sent her ID... let me search 'Aziza' again."

After · In the referral system

One client, one timeline, visible to every team — no searching.

NewReferred by Settlement (Nora K.)Mon · 09:14
IntakeAssigned to Language · Leila A.Mon · 10:02
WaitingFlagged missing: ID copy, proof of addressTue · 11:02
RemindAuto-draft sent to Reception via OutlookFri · 10:22
ReceivedID copy uploaded from SharePoint folderMon · 08:41
ReviewLanguage assessment scheduledMon · 09:10
The referral lifecycle

Eight calm stages.
No colour chaos.

01
New
A referral has just landed from reception or settlement. Unassigned.
Auto-tagged
02
Assigned
An owner on our Language team has picked it up and started intake.
Intake
03
Waiting
Something is missing — ID, proof of address, consent form, interpreter pref.
Can remind
04
Follow-up
A reminder has been drafted or sent. Waiting on reception to respond.
Outlook draft
05
Received
All required documents are in. Ready to be scheduled for assessment.
Ready
06
Review
Assessment in progress. Notes accumulate on the client record.
In progress
07
Placed
Client has been matched to a program and placement is confirmed.
Complete
08
On hold
Blocked externally — e.g. awaiting referral partner or translator.
Blocked
Two things it does well

Smart reminders.
Connected documents.

Reminders

The reminder knows what's missing.

Click once. It reads the client's current checklist, picks the right recipient, and drafts an Outlook email that names the specific items still outstanding. You confirm before anything goes out.

Reminder preview · Aziza R. Outlook draft
Follow-up — Documents still needed for Aziza R. (REF-2041)
To: reception@org · Cc: settlement-leads
Hi Nora — three items are still outstanding for Aziza's intake. Could you follow up with her when you get a moment?
  • Copy of government-issued IDMISSING
  • Proof of current addressMISSING
  • Signed interpreter consent formMISSING
Microsoft · SharePoint · Graph

Lives inside our Microsoft 365.

Sign in with your Microsoft 365 account. Documents pull from our existing SharePoint folders, reminders go out through Outlook on your behalf, and roles come from our directory — no parallel user system to maintain.

Client folder · Aziza R. Synced from SharePoint
PDFIntake form — signed.pdfMon · 08:41
IMGID copy.jpgMon · 08:42
DOCAssessment notes.docxTue · 14:05
—Proof of addressNot yet uploaded
Architecture at a glance

Designed to sit inside
Microsoft 365.

Entra ID
Sign in with our M365
Single sign-on via Microsoft Entra. Each person's role is resolved from our directory — Reception, Settlement, Language, Coordinator.
Auth
Graph API
Outlook drafts on your behalf
Reminders become Outlook drafts via Microsoft Graph. You approve; they send from your own mailbox with a threaded reply.
Mail
SharePoint
Documents stay where they are
Client files mirror our existing SharePoint library. The portal references them; it doesn't duplicate.
Docs
The portal

A calm workspace
for the whole queue.

Same visual language as the landing page. Editorial rhythm, hairline borders, restrained status. Click any row to open the client drawer; click REMIND to see a contextual reminder draft.
⌘K
All 18 New 2 Assigned 4 Waiting 6 Review 3 Placed 1 On hold 2
Sort: Most recent · Group by stage
#
Client
Stage
Missing
Owner
Last activity
Action
41
Aziza R.REF-2041 · DARI · WOMEN'S PROGRAM
Waiting
ID copyProof of address+1
LALeila A.
3d · stalled
40
Minh TranREF-2040 · VIETNAMESE · EMPLOYMENT
Review
— none
JOJomo O.
1d
39
Oksana P.REF-2039 · UKRAINIAN · NEWCOMER INTAKE
New
— not yet reviewed
?Unassigned
4h
38
Samuel O.REF-2038 · AMHARIC · LITERACY
Follow-up
Interpreter consent
LALeila A.
2d · reminder sent
37
Fatima K.REF-2037 · ARABIC · WOMEN'S PROGRAM
Assigned
— none
NKNora K.
6h
36
David N.REF-2036 · TIGRINYA · EMPLOYMENT
Placed
— complete
JOJomo O.
Mar 14
35
Nadia S.REF-2035 · PASHTO · NEWCOMER INTAKE
On hold
Awaiting translator
LALeila A.
9d
34
Benoît T.REF-2034 · FRENCH · LITERACY
Waiting
Proof of address
NKNora K.
5d
CONTEXTUAL REMINDER · OUTLOOK DRAFT

Send follow-up for Aziza R.?

To: nora.k@org.example · Cc: reception-leads · From: Leila A. (you)
Follow-up — documents still needed for Aziza R. (REF-2041)
Hi Nora,

Quick check on Aziza R. — three items are still outstanding from her intake so we can move to assessment this week:

  · Copy of government-issued ID
  · Proof of current address
  · Signed interpreter consent form

No rush — just wanted to keep her moving. She mentioned she could bring them on Friday.

Thanks,
Leila
i
Draft is composed from the intake checklist and the referral source. It will appear in your Outlook drafts folder before anything is sent. Previous reminder: none.
One shared view,
every client referral.
Internal · Not public v0.4 · Q2 pilot Language × Settlement

Tweaks