Campus Connect: Automating University Workflows Using the MERN Stack
Universities are still dependent on outdated, paper-heavy workflows such as manual outpass approvals, handwritten maintenance logs, and disconnected communication channels. These systems create delays, confusion, and unnecessary manual work for students, wardens, faculty, and staff.
To solve these issues, we built Campus Connect, a full-stack automation platform using the MERN stack.
This blog covers what we built, why we built it, and what we learned along the way.
Why We Built Campus Connect
Most university administrative tasks involve:
- Paper-based outpasses
- Physical signatures
- Manual maintenance registers
- Delayed communication
- Lack of transparency
Campus Connect digitizes and automates these workflows to make campuses more efficient, transparent, and user-friendly.
1. Secure Authentication & Role-Based Access
We implemented JWT authentication to ensure secure login and controlled access.
- Role-based dashboards (Student, Parent, Warden, Guard, Staff)
- Token validation for every request
- Protected backend routes
This provides a strong security foundation for a multi-user system.
2. Hostel Outpass Automation System
One of the most impactful modules in the project.
Complete approval chain
Student → Parent → Warden → Guard
✉ Parent Approval via Email
Using EmailJS, parents receive an approval link (no login required).
They can approve or reject from any device.
Warden Review
Wardens only see parent-approved requests, reducing unnecessary workload.
Guard Entry/Exit Logging
Guards mark EXIT and ENTRY times digitally — no manual registers.
Audit Trail
Every action is recorded, ensuring transparency and accountability.
3. Digital Maintenance Ticketing System
Students can submit maintenance requests directly from their dashboards.
Key features:
- Ticket statuses: Pending → In-Progress → Resolved
- Real-time visibility for wardens & staff
- Clean MongoDB structure for tracking
No more handwritten registers or lost complaints.
4. Classroom Booking Workflow
An automated approval pipeline for booking classrooms:
Secretary → Availability Check → Registrar Approval
System handles:
- Decision logging
- Real-time status updates
- Preventing double bookings
Perfect for meetings, events, and academic activities.
5. Frontend Development (React.js)
Frontend dashboards were built using React, focusing on:
- Simple, responsive UI
- Unified layout & navigation
- Clean forms and workflows
Each user gets a role-specific experience.
6. Backend Architecture (Node.js + Express)
We used a modular backend structure:
- Separate controllers for login, outpass, bookings, maintenance
- Express routing with REST APIs
- Easily extendable for new modules
This keeps the codebase maintainable and scalable.
7. MongoDB Database Layer
Data is stored in well-structured MongoDB collections:
- Users
- Outpasses
- Bookings
- Maintenance tickets
- Guard logs
Each record is optimized for lookups, linking, and fast updates.
8. Notification System
Using EmailJS, the system sends:
- Approval links
- Status updates
- Automated notifications
No SMTP configuration required. Works instantly and reliably.
Flow Chart
📚 Key Learnings
Building Campus Connect taught us:
- Full-stack MERN development
- Secure workflow automation
- JWT authentication & protected routes
- UI/UX structuring in React
- Backend modularization
- Database schema design
- Real-time communication workflows
A true end-to-end system-building experience.
Conclusion
Campus Connect shows how digital automation can transform traditional university workflows into a smart, transparent, and efficient system.
By modernizing outpass management, maintenance logs, classroom bookings, and notifications, we enable:
- Faster processes
- Better security
- Clear communication
- Higher accountability
- Improved user experience
This project is a step toward building future-ready digital campuses.
Thanks for Reading!
If you're interested in the MERN stack, automation systems, or workflow design, feel free to drop a comment — happy to help!
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