MERN Stack Workflow Management Platform for a Digital Product Company
Stack ehf. was running approvals through spreadsheets and email, and tasks were getting lost between teams. Acquaint Softtech built a centralized workflow management platform on the MERN stack, with a visual workflow builder, role-based access, real-time notifications, and full activity logs. Approval cycles that once stretched across days became significantly shorter, and process errors became far less frequent.
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CENTRAL PLATFORM REPLACING SPREADSHEETS5
CORE PLATFORM MODULES DELIVERED3
PRODUCTS IN STACK’S PORTFOLIO
CLIENT STORY
Stack ehf. is a Reykjavik-based digital product company that builds software helping businesses sell. It works with startups and established companies to design and build custom software products and platforms, and it now builds and runs its own products, including the FastTrack commerce platform. Its approach is simple: one team handles design, engineering, infrastructure, and support for everything it ships.
Yet its project workflows still depended on spreadsheets and email-based approvals. Tasks slipped through email threads, responsibilities were not always clear, and tracking progress meant checking in with each team. Stack partnered with Acquaint Softtech for custom software development: a centralized workflow platform with real-time collaboration and configurable approval flows.
Country
Iceland
Industry
Digital Product Development
Team Size
6-10 Professionals
Hours Invested
1,400 Hours
Technology
MERN
Project Background
Stack needed one place where project work could move from stage to stage without chasing updates. Acquaint Softtech was brought in to design that platform around how Stack’s teams really work, not how their processes were written down.
Centralized Workflow Management: One platform to replace spreadsheets and email-based approvals.
Real-Time Collaboration and Visibility: Project progress tracked live across teams, without anyone chasing updates.
Configurable Approval Flows: Approval paths that adapt to different project types without constant redevelopment.
“Their ability to stay flexible without losing structure stood out.”
Research & Ideation
Acquaint Softtech started by mapping how Stack’s workflows operated in reality, looking at how people actually used them rather than how they were documented. That insight shaped a custom platform on the MERN stack, built for flexibility and real-time interaction.
Real Workflows First
Studying day-to-day behavior so the platform matched how teams actually move work forward.
Built for Flexibility
Designing the system so new stages and approval paths could be configured without new development.
Short Development Cycles
Releasing features early so Stack could test, react, and refine them before moving on.
Creative Design
Design here meant making workflows visible and easy to shape. A visual workflow builder lets teams define stages, assign responsibilities, and configure approval paths. Each user sees only the parts of a workflow relevant to their role, and an admin panel lets Stack adjust workflows without developer involvement.
Project Challenges
Approvals Lost in Email
Approval requests travelled through email threads. Tasks got lost, and cycles stretched across multiple days.
Unclear Responsibilities
Without a defined structure, steps were sometimes skipped or duplicated because ownership was not always clear.
No Shared View of Progress
Project managers had to check in with each team individually to understand where work stood.
Requirements That Kept Evolving
As early versions appeared, Stack saw new possibilities. The platform had to absorb frequent changes while staying stable.
Our Solutions
Acquaint Softtech delivered a custom workflow management platform that replaces scattered tools with one structured, real-time system.
Visual Workflow Builder
Teams define stages, assign responsibilities, and configure approval paths visually, instead of tracking them in spreadsheets.
Role-Based Access Controls
Each user interacts only with the parts of a workflow relevant to their role.
Real-Time WebSocket Notifications
Users are told immediately when their action is required, cutting idle time between stages.
Complete Activity Logs
Every action in a workflow is recorded, giving full visibility into progress and decision history.
Configurable Admin Panel
Stack can adjust workflows itself, without waiting on developers.
Custom Functionalities
Beyond the core MERN stack build, Acquaint Softtech shaped features around how Stack’s teams collaborate every day.
Configurable Approval Paths
Approval flows adapt to different project types, so new processes do not need new code.
Instant Action Alerts
Real-time notifications make sure no step waits on someone who does not know it is their turn.
Decision History Tracking
A full record of who did what and when, so decisions can always be traced back.
Cross-Workflow Progress View
Project managers can follow progress across multiple workflows from one place.
On Going Support
Throughout the engagement, Acquaint Softtech kept the platform evolving with Stack’s needs while protecting a stable core.
Feedback-Driven Iterations
Stack’s feedback was built into each following iteration instead of being pushed back.
Stable Core, Flexible Edges
The core system stayed stable while Stack experimented with and refined its workflows.
Consistent Delivery Timelines
Even with frequent changes, delivery stayed on schedule.
Project Outcome
The impact was felt almost immediately after rollout. Approval cycles that previously stretched across multiple days became significantly shorter because tasks no longer got lost in email threads. Instant notifications reduced idle time between stages.
Process errors also became far less frequent, as structured workflows removed the confusion that led to skipped or duplicated steps. Project managers can now track progress across multiple workflows without checking in with each team individually.
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