Kwala - Internal Project Management Platform

Kwala is an intelligent internal project and team management platform built exclusively for the Kalolwala team. It centralizes project workflows, automates task tracking, and enables real-time collaboration across departments, helping teams deliver projects up to 3× faster.

Industry

Project Management & Team Collaboration

Business Type

Internal Enterprise Tool

Key Features

Smart Task Management, Real-time Collaboration, Department-Based Workflows & Time Tracking

Impact & Results

By removing manual screening and first-round interviews, HireVox helped teams hire faster, cut recruiting costs, and improve candidate quality at scale.

Challenges

As Kalolwala grew, managing projects across multiple departments became harder, increasing manual work, slowing decisions, and making it difficult for teams to stay aligned.

High Manual Coordination Workload

Project managers spent significant time assigning tasks, tracking progress, and sharing updates instead of focusing on delivery and strategy.

Slow Decision-Making

Manual approvals and task handoffs slowed execution, delayed decisions, and extended overall project delivery timelines.

Inconsistent Department Communication

Silos between PM, Design, Production, R&D, Editorial, Accounts, and Business Development caused misalignment and duplicated effort.

Scattered Project Information

Critical project data was scattered across emails, spreadsheets, and chats, making it difficult to quickly understand project status.

How Kwala Transforms Project Management for the Kalolwala Team?

Kwala simplifies project management by automating the most time-consuming aspects of team coordination at Kalolwala. The platform intelligently routes tasks to the right departments, tracks time automatically, delivers real-time status updates, and keeps all stakeholders informed.

Our Approach

F22 Labs built Kwala using a proven four-step delivery framework, ensuring clear requirements, scalable architecture, efficient development, and reliable deployment aligned with Kalolwala’s internal workflows.

Discovery & Scope Mapping

Identified key coordination and communication pain points

Mapped workflows across all internal departments

Created detailed PRDs and technical documentation

System Architecture & Design

Designed scalable database schemas

Architected WebSocket-based real-time pipelines

Built custom department and HOD-based permission logic

Development

Implemented smart task routing and auto time tracking

Integrated Socket.io for real-time collaboration

Built notification systems with email queues and in-app alerts

Developed role-based dashboards

Deployment

Deployed scalable cloud infrastructure for production

Implemented JWT-based authentication and role security

Configured Bull and Redis for background processing

Used PM2 for reliable production process management

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Solutions - A Few Key Features that we built

Designed to eliminate operational friction and bring clarity, accountability, and speed to every workflow.

1. Smart Task Management

Automated task routing delivers real-time status updates, ensuring accurate department ownership and smoother project execution.

Eliminates manual assignment

Ensures correct department ownership

Tracks time at minute-level accuracy

2. Real-time Collaboration

Real-time updates instantly notify teams about task changes, assignments, and scheduled live calls, keeping everyone aligned and communication seamless.

Immediate stakeholder visibility

Custom notification preferences

Reliable queued delivery