Many Parts Ministries

Impact at a Glance

• ~70% reduction in admin workload
• Single source of truth for thousands of users, enrollments, and assessments
• Significant reduction in data errors and support tickets
• Mission-critical platform now used daily by admins and users

Background

Many Parts Ministries runs large-scale assessment programs that support individuals and organizations through structured evaluations and follow-up resources. As participation grew, so did operational complexity.

Before this project, critical data lived across spreadsheets, PDFs, and disconnected third-party tools. There was no unified system to manage users, organizations, enrollments, assessments, coupons, or reporting.

Errors were common, workflows were manual, and admins spent significant time reconciling data instead of supporting their mission.

Many Parts needed a single, authoritative platform—one that could scale, enforce structure, and introduce intelligence into how assessments were accessed and understood.

Challenge

Business Challenges

• No centralized data source; information was fragmented and inconsistent
• High error rates: duplicate records, missing data, incorrect organization assignments
• Limited visibility into enrollments, assessments, and outcomes
• Growing support burden due to unclear user feedback and manual fixes

Operational Challenges

• Heavy reliance on spreadsheets and external tools
• Manual coordination for assessments, shipping, and follow-up tasks
• Admin workflows that did not scale with user growth

Technical Challenges

• Migrating years of messy historical data into a clean, reliable structure
• Designing a 3-level organizational hierarchy with parent–child logic
• Ensuring transaction safety across database writes and external APIs
• Maintaining long-term data integrity with ongoing imports and cron jobs
• Introducing AI without compromising accuracy or trust

Solution

Stackup Solutions designed and built ManyParts Dashboard from the ground up—a single-tenant, mission-critical web platform that replaced all legacy processes.

Frontend

• React 18 + Vite
• Redux Toolkit + RTK Query for scalable state management
• Tailwind CSS + Ant Design for a clean, responsive UI
• Recharts for real-time analytics and KPIs

Backend

• Node.js + Express
• PostgreSQL + Sequelize for relational modeling
• JWT-based authentication with role-based access control
• Transaction-safe operations to guarantee atomic updates

Admin Platform Capabilities

User & Access Management

• Full CRUD lifecycle with bulk operations
• Secure password resets
• Granular roles: Super Admin, Admin, User

Enrollment & Assessment Management

• Advanced filtering, search, and pagination
• Real-time metrics and funnel analytics
• Automatic creation and updating of enrollment and assessment records
• Resource linking (PDF reports, dashboards, completion status)

Organization Hierarchy

• Support for 3-level parent–child structures
• Organization merging and restructuring
• User assignment with hierarchy-aware logic

Coupon System

• Organization-linked coupons
• Usage tracking and validation
• Program-specific coupon generation rules

Automation & Integrations

To eliminate manual work and reduce errors, Stackup implemented deep workflow automation:

Form Submission Engine

• Validates inputs
• Creates or updates users securely
• Handles organization creation and hierarchy assignment
• Generates coupons based on program rules

External Integrations

• ClickUp for automatic task creation and tracking
• Easyship for programs requiring physical shipments

All integrations are wrapped in database transactions with rollback protection.

Cron-Driven Maintenance

• Ongoing data reconciliation
• Cleanup of duplicates and corrupted records
• Long-term data health at scale

AI-Powered Ministry Assistant

To improve user understanding of assessments, Stackup implemented a Retrieval-Augmented Generation (RAG) system:

• Users interact with a smart chatbot embedded in the platform
• Assessment documents are:
  • Chunked
  • Embedded using OpenAI embeddings
  • Stored in Pinecone for fast semantic search
• Queries retrieve relevant context before generating responses
• Answers combine document-grounded context with general knowledge
• Real-time streaming responses via Server-Sent Events (SSE)

This approach ensures helpful responses while maintaining consistency and trust.

Implementation Process

Discovery & System Design

• Mapped real admin workflows
• Defined data models and hierarchy rules
• Identified automation and AI opportunities

Core Platform Build

• Authentication, RBAC, dashboards
• Enrollment, assessment, organization modules

Data Migration & Cleanup

• Imported years of historical data
• Deduplicated, repaired timestamps, normalized records
• Established repeatable maintenance workflows

Automation & Integrations

• Form submission engine
• ClickUp and Easyship integrations
• Transaction safety across systems

AI Rollout

• Document ingestion pipeline
• RAG-based chatbot with streaming responses

Results

• ~70% reduction in admin workload
• Dramatic decrease in data errors and duplicate records
• Fewer support tickets due to clearer user feedback and self-service access
• Faster, more reliable enrollment and assessment workflows
• A single, trusted platform now used as the system of record