Prepladder

PrepLadder's team was using 4 different tools, causing confusion and missed deadlines. We built one simple platform that brought everything together and made work easier to track.

Internal Tool

Process Modelling

Client

PrepLadder

TEAM

Arpita Gupta, Himanshu Sharma

Services

Process Modelling

Frontend Development (WeWeb)

Third-party API integrations

Website

https://www.prepladder.com/

Background

PrepLadder helps medical students prepare for exams. They offer video courses, study materials, and practice tests. The company has grown big with over 5 million people using their app.

As PrepLadder's team grew, they ran into problems. They used different tools for different tasks. One tool for meetings, another for tracking work, and yet another for checking team performance.

People missed deadlines. Teams couldn't see what others were doing. Data got lost between systems.

The bigger the team got, the worse these problems became. PrepLadder needed one central place where everyone could work together and stay updated.

Process

We found data scattered across four different tools. Through workshops, we spotted 36 tasks that slowed teams down, like copying data between apps.

We wrote down what each team needed. Sales wanted instant lead updates. Support needed customer history with tickets. Marketing wanted easy campaign tracking.

We created Figma mockups showing dashboards where all teams could work in one place. PrepLadder reviewed and gave feedback.We built the backend using Supabase to connect their scattered data sources. This allowed real-time updates across teams.

For the front end, WeWeb let us create role-specific dashboards for Sales, Marketing, and Support.

We tested three times with their teams, then rolled out slowly to each department. We kept old and new systems running together to ensure smooth transition.

Outcome

We built a single platform that brought all of PrepLadder’s work into one place. Teams can now easily track progress, assign tasks, set up meetings, and monitor key goals in one system.

The Marketing team got live dashboards to check how their campaigns are doing, how many leads they’re getting and how many are turning into customers.

Sales and Marketing can now share updates instantly and work together better. The Support team can log customer issues in one shared place. Everyone sees real-time alerts for urgent tasks. We also added quick templates, so teams can respond faster and in a consistent way.

"We needed a complex web app, and they delivered. Their deep knowledge helped us build a tool tailored to our needs."

Vishav Jyoti

Product Manager, PrepLadder

Read on G2

IMpact

30% fewer

Automated reminders cut missed deadlines by 30% for the salesteam

50% faster

Support team has better visibility over customer data and are able toresolve tickets faster

Real-time sync

Sales, Marketing, and Support stopped switching between apps and started sharing live data in one workspace

Real time performace tracking

PrepLadder's Support Team used to struggle tracking team performance across scattered tools. Response times were slow, and they couldn't see which agents needed help until customers complained.

Now their dashboard shows live ticket volumes, response times, and agent workloads in one view. When ticket queues spike, they can instantly reassign cases to available agents.

teams working together

PrepLadder's Sales, Marketing, and Support teams now share the same dashboard. When Marketing runs a campaign, Sales sees new leads instantly. When Sales closes a deal, Support gets the customer details right away.

One Platform, Multiple Views

PrepLadder's teams can now view and organise work in multiple ways

Teams create their own boards and invite members. Everyone sees what needs to be done, who's working on what, and project progress in a shared view.

Teams can switch to calendar view to track deadlines and schedules. The same tasks appear in a timeline format for better planning and coordination.

All customer information in one place. Sales, Marketing, and Support can see lead activity, upload files, and assign tasks without switching apps.

Work better together

Team Collaboration

PrepLadder's teams now invite collaborators to specific projects and upload all project files to one location. This eliminated email chains and lost documents. Team members access everything they need in one place, keeping their projects moving smoothly.