Coda-Based Integrated CRM for Clinic Operations
Centro de Psicología Sandra Ribeiro — Systems Architect
As the clinic grew, managing patient sessions, therapist coordination, billing, documentation, and communications across disconnected platforms became unsustainable and error-prone.
The clinic needed a scalable, fully integrated CRM solution to consolidate administrative, therapist, and management workflows, while ensuring data security, operational efficiency, and seamless integration with external services.
- Designed and built a multi-role CRM system entirely in Coda, supporting psychologists, administrative staff, management, and communications.
- Integrated external platforms including Google Calendar, Google Drive, the internal signature system, and Slack into operational workflows.
- Developed modules for patient intake, therapy session scheduling, session notes, payment tracking, invoicing, supervision tracking, and HR management.
- Implemented role-based access permissions to ensure patient confidentiality and operational clarity.
- Established automated workflows for session reminders, document management, and team communications.
- Led full team training and onboarding to ensure rapid adoption and minimal disruption.
- Centralized all clinic operations into a single, easily accessible platform, reducing administrative time and errors.
- Achieved seamless data flow between therapy sessions, billing, HR processes, and communication tools.
- Enabled real-time operational tracking for management without breaching patient confidentiality.
- Increased therapist and administrative staff satisfaction by reducing manual and duplicated tasks.
Offline-First Django CRM Development
Freelancer — Systems Architect
The Service of Applied Psychology at UNED needed a CRM system to manage patient cases and session schedules while complying with strict university regulations: no internet connection, full local data control, and access restricted to authorized administrative personnel only.
Commercial CRM solutions could not meet the university’s data sovereignty and security requirements.
The opportunity was to design and deliver a fully offline, GDPR-compliant CRM system capable of managing patient data, therapist schedules, supervisions, and administrative reporting, all from a single secured local machine.
- Designed and built an offline-capable CRM platform using Django, deployed locally on a dedicated Windows machine.
- Developed models and workflows for patient management, case tracking, session scheduling, therapist coordination, payment recording, and supervision logs.
- Implemented user authentication, access controls, and local backup procedures to secure sensitive data without cloud reliance.
- Built the system modularly to allow administrative users to operate independently with minimal technical intervention.
- Conducted full training for the administrative team on platform operation, basic maintenance, and data protection best practices.
- Documented all system procedures and provided a localized offline user manual.
- Delivered a fully functional, offline-first CRM that met all UNED’s data protection, access control, and operational requirements.
- Enabled efficient patient intake, scheduling, and case management without external software dependencies.
- Reduced administrative overhead by centralizing previously fragmented workflows into one streamlined system.
- Achieved full GDPR compliance for patient data storage and management within a university context.
End-to-End SaaS Product Management for B2B and Government Clients
The Cloud Group — Product Manager
The Cloud Group delivered SaaS solutions to medium and large private companies and public sector organizations. Products often required tailored development, strict compliance, and high client-facing coordination to meet complex operational needs.
Client organizations needed custom SaaS solutions for internal workflows and data management, but existing offerings lacked flexibility, compliance assurance, or scalable onboarding.
The opportunity was to strengthen product delivery pipelines, improve solution customization processes, and professionalize internal team operations to serve demanding B2B and government clients.
- Led end-to-end product management: requirement gathering (Toma de Requisitos), solution presentation, project scoping, development management, and launch.
- Acted as direct point of contact for high-profile clients, including Royal Emirates Group, TVE (Spanish Public Television), and Fundación Botín.
- Built and led the internal technical and operational team (hiring, training, upskilling) to ensure delivery excellence.
- Developed modular SaaS solutions tailored to specific client workflows, balancing scalability with customization.
- Established standardized processes for client onboarding, feedback cycles, and agile iteration.
- Supported integration with existing client infrastructures where required, ensuring interoperability and minimizing disruption.
- Successfully delivered customized SaaS platforms for private and government clients, increasing client satisfaction and renewal rates.
- Professionalized internal team operations, improving delivery timelines and product quality.
- Strengthened The Cloud Group’s reputation as a reliable SaaS provider for complex B2B and public sector needs.
- Reduced project delivery friction by standardizing requirement gathering and agile iteration processes.
Crowdin Integration and Localization Pipeline Ownership
Brainly — Product Owner
Brainly’s localization process was inefficient and error-prone, relying on outdated tooling (OneSky), manual developer requests, and inconsistent translation quality across platforms and markets.
With a global user base and content-driven platform, localization bottlenecks were delaying releases and creating UX inconsistencies.
The opportunity was to fully modernize the localization pipeline by selecting a better tool, automating developer workflows, and building a scalable internal localization operation.
- Researched and compared localization platforms; selected Crowdin based on automation potential, scalability, and platform compatibility.
- Led vendor negotiation, internal approval, and integration project across Android, iOS, and Web platforms.
- Owned post-integration management of the localization channel and acted as the single point of contact across development, product, and content teams.
- Selected, hired, and managed the internal localization team (translators, reviewers, language leads).
- Built automated workflows for developers to push and pull localization updates directly through Crowdin pipelines, removing manual steps.
- Designed process governance: versioning, priority setting, fallback handling, and communication protocols.
- Trained internal teams (engineering, content, product) on Crowdin workflows and access management.
- Replaced OneSky with Crowdin, enabling real-time, version-controlled localization across all platforms.
- Reduced localization turnaround time by eliminating manual developer steps and content handoffs.
- Improved translation consistency and quality across languages and product experiences.
- Established a repeatable, scalable localization framework adaptable to new products and markets.
- Increased engineering satisfaction by eliminating friction in the translation flow.
Redesign of the User Ban Experience for Fairness and Trust
Brainly — Product Manager
Brainly’s automated moderation and ban systems were functionally effective but often perceived by users as opaque, arbitrary, or unfair — undermining platform trust and increasing support ticket volume.
Users who were banned (often for violating content or behavior policies) received minimal context or guidance, resulting in confusion, frustration, and unnecessary churn.
The opportunity was to redesign the entire ban experience — from messaging to appeals — to increase clarity, reduce repeat violations, and preserve user trust even during enforcement.
- Audited the existing ban triggers, messaging flow, and user-facing touchpoints across platforms.
- Proposed and implemented a tiered penalty system with escalating consequences tied to user behavior history.
- Designed new UX patterns including clear messaging on cause, ban duration, and user recourse options.
- Integrated the system with Zendesk to generate automatic tickets for review, reducing response latency and support overhead.
- Added educational content and community guideline links to all ban-related communications.
- Aligned enforcement flows with user sentiment data and legal/privacy guidelines.
- Reduced repeat ban rates through clearer warnings and educational interventions.
- Improved user perception of fairness in platform enforcement — confirmed via support feedback and user interviews.
- Lowered support team workload by automating ban-related ticketing and triage.
- Strengthened Brainly’s moderation framework without alienating borderline users.
Personal Productivity System with Gamification and Workflow Automation
Freelancer — Systems Architect
To manage ADHD-related executive function challenges and maintain sustainable productivity, I designed and implemented a modular, gamified productivity system that evolved into a fully automated behavioral tool.
Traditional productivity tools (planners, calendars, to-do apps) failed to drive consistent engagement or match fluctuating energy levels.
The opportunity was to design a self-regulating, gamified system that would make task completion intrinsically motivating — using automation to remove friction and decision fatigue.
- Designed a point-based RPG system to reward tasks based on effort, urgency, and long-term impact.
- Created task categories and streak mechanics to drive daily consistency and long-term progression.
- Automated score updates, habit tracking, and daily reset logic using Coda formulas and button-based logic.
- Developed iOS Shortcuts to push screenshots from Goodnotes directly into the system for task parsing.
- Integrated AI-assisted classification to extract tasks from notes and update the task database automatically.
- Iterated weekly challenge mechanics, status effects (energy, focus), and milestone rewards to reinforce behavior loops.
- Significantly increased consistency in task execution, especially on high-cognitive-load or ambiguous tasks.
- Reduced friction in daily planning through fully automated pipeline from notes to tasks.
- Demonstrated the ability to design closed feedback systems that drive user behavior over time.
- Built a reusable architecture for productivity gamification that mirrors user engagement frameworks in commercial products.
Django-Based Collaborative Dissertation Platform
Freelancer — Systems Architect
Traditional academic supervision tools (Word, email, PDFs) were unstructured, hard to track, and inefficient for managing feedback on a 300+ page dissertation under constant revision.
The goal was to build a purpose-built collaboration platform for real-time document review between PhD student and advisor.
Academic advisors needed a structured way to comment on specific sections, track changes over time, and reference data tables and figures — none of which was well-supported by traditional tools.
The opportunity was to build a lightweight but powerful Django-based app that enabled inline feedback, review tracking, and custom integration of code-generated content.
- Designed a custom collaboration platform tailored to the academic supervision workflow, enabling structured feedback and version control across long-form documents.
- Built a local-first system that prioritized data privacy, modularity, and full author control over content and revisions.
- Developed flexible editing and commenting capabilities to support granular, sentence-level review and iterative improvement.
- Implemented dynamic content handling to support integration of external elements such as data tables and figures generated in Python.
- Created administrative tools to manage documents, track feedback cycles, and support academic process transparency.
- Future-proofed the architecture to accommodate citation logic, content compilation, and extended use beyond a single dissertation.
- Eliminated friction in PhD feedback loops — supervisor could leave comments per sentence, reducing back-and-forth confusion.
- Enabled centralized review across dozens of chapters, interviews, figures, and datasets.
- Significantly reduced cognitive load for managing revision cycles and integrating comments.
- Demonstrated feasibility of a structured alternative to traditional word processors for academic research.