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  • Government
  • Custom web development
  • Business Processes Automation

Online Dog Licence Management and Renewal System

A custom online dog licence management and renewal system built to help dog owners register, renew, update, and pay for dog licences through a public-facing website. The platform connected online licence forms, secure magic-link access, CityPay payment handover, automated confirmation and renewal emails, PDF licence generation, and an admin dashboard for managing licence records, dog records, statuses, reporting, notes, and data exports.
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Overview

Quick overview: key aspects of our work - discover the essentials of our project

Industry

Government & Public Services

Country

Jersey

Solution type

Dog Licence Management System, Online Licence Registration and Renewal System, Public Service Admin Platform

Services

Custom Web Development, Workflow Automation, System Integrations

About the client

Understanding our client: specifics, challenges, and custom solutions

The client operates within Jersey’s public-service licensing process, where dog owners are required to register and renew dog licences with their local council.
The service supports both public users and administrative staff. Dog owners need a simple way to register, renew, update, and pay for licences online, while staff need access to structured licence and dog records for administration, follow-up, reporting, and record management.

Problem

The dog licensing process involved recurring annual renewals, licence updates, payment handling, dog record changes, and administrative follow-up across multiple local councils. Dog owners needed to register new licences, renew existing licences, update contact details, and keep licence information accurate throughout the year. They also needed a respectful way to record a new dog under the licence, update details, or record changes when a dog had been rehomed or had passed away.
The existing process depended on paper-based licence management, which made it difficult to keep records searchable, current, and easy to manage. Staff needed a better way to track licence statuses, identify unpaid renewals, update licence and dog records, follow up with owners, record notes, and access reliable information when a dog needed to be identified.
The challenge was not only to move dog licence forms online, but to support a full public-service licensing workflow with clear renewal rules, status changes, payment scenarios, owner updates, administrative edits, reporting needs, and record history. The system also had to reduce avoidable manual communication by helping owners complete renewal and update actions without constant staff intervention.

Solution

A custom online dog licence management and renewal system was developed to support both public users and administrative staff. The platform combined a public-facing website for licence registration, renewal, and updates with a secure admin dashboard for managing licence records, dog records, renewal statuses, reporting, notes, and exports.
The public website guided dog owners through the correct licensing flow based on their email address and licence status. Users could register a new licence, renew an existing licence, update licence holder details, manage dog details under the licence, and record relevant status changes. The system also supported conditional form logic for active, pending, late, and closed licence scenarios.
Payment handling was connected through CityPay, with the website handing users over to the hosted payment flow where payment was required. The system also supported confirmation pages, automated confirmation emails, PDF licence attachments, and scheduled renewal reminder emails to help reduce manual follow-up from staff.
For administrative teams, the system provided a backend environment with searchable and filterable licence and dog records, manual licence creation and updates, licence history, status tracking, dog alerts and notes, dashboard reporting, user management, and filtered data exports. This gave staff a structured way to manage records, monitor unpaid renewals, follow up with owners, and keep licensing data easier to access and maintain.

Key features

Project features overview: essential enhancements and strategic solutions

  • feature

    Public Website and Admin Dashboard

    The system combines a public-facing dog licence website with a secure admin dashboard for administrative staff. Dog owners can access online registration, renewal, and update flows, while staff can manage licence records, dog records, user access, licence statuses, notes, reporting, and filtered data exports from the backend environment. This connected the public licensing process with internal record management in one structured system.
  • feature

    Secure Licence Access and Online Forms

    The platform uses email-based magic links to guide dog owners to the correct licensing flow without requiring a public user account. Based on the entered email address and licence status, the system can direct users to register a new licence, renew an existing licence, or update a valid licence record through a pre-populated online form. The forms support contact updates, dog detail updates, details for a newly registered dog under the licence, and status changes when a dog has been rehomed or has passed away.

  • feature

    Payment, Licence Status, and PDF Confirmation Flow

    Payment handling is connected through CityPay, allowing required licence payments to be completed through a hosted payment flow. The system applies payment logic based on licence status, renewal timing, and the number of dogs covered by the licence. After a licence is created, renewed, or updated, the platform supports confirmation pages, automated confirmation emails, and PDF licence attachments where applicable.
  • feature

    Automated Renewal Reminders and Admin Follow-Up

    The system includes scheduled renewal reminder emails to encourage licence holders to renew during the annual renewal period and reduce avoidable manual follow-up. Administrative users can identify unpaid renewals, search and filter licence or dog records, view licence history, add alerts or notes, monitor statuses, and export filtered data for reporting or reconciliation. This helps staff manage renewal follow-up and licensing records with clearer visibility.

Result

Performance Showcase: Unveiling the Results of Our Collaborative Endeavors

The client received a structured online dog licence management and renewal system that connected public licence registration, renewal, updates, payments, confirmation emails, PDF licence generation, and administrative record management in one digital workflow.
The platform helped transition the licensing process from paper-based administration to a structured digital workflow by giving dog owners a clearer way to complete licence actions online and giving staff a secure backend environment for managing licence records, dog records, statuses, notes, history, reporting, and exports.
The system also created a more controlled process for annual renewals and follow-up. Automated reminder emails, licence status logic, searchable records, and admin reporting helped staff identify unpaid renewals, review licence activity, and maintain licensing data with better visibility across the public-service workflow.

Customer review

Real Stories of Satisfaction and Success

"Yevhen, Sergey and Alena were great to work with. They had an excellent understanding of things from the outset and asked the right questions to move things forward. They always delivered things on time and communication was easy and flowing. The weekly meetings were useful and well structured. I would highly recommend Web Magic to anyone looking for a professional, robust and well designed solution. Thanks guys!"

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