Flickpy Email Platform
Enterprise-grade email management and scheduling platform with dynamic form generation, multi-SMTP support, bulk operations, and role-based access control for immigration and visa communication workflows.
Flickpy.com
Immigration Services / Email Automation
Email management + scheduling platform
Key Result
Complete email workflow automation system
The Challenge
Managing immigration and visa-related email communications at scale presents multiple challenges: Different countries require different form fields and data structures. Emails must be scheduled precisely with specific date and time requirements. Teams need to send bulk emails efficiently without overwhelming SMTP servers. Multiple email accounts (Gmail, Yahoo, Outlook, cPanel) need unified management. Staff members require different permission levels (Admin, Office Staff, Staff). File attachments must be handled with size limits and compression. Email templates need dynamic field replacement for personalization. The system must track sending status, handle failures gracefully, and maintain SMTP connection pools for performance. Without a centralized platform, teams face manual processes, scheduling errors, inconsistent formatting, and scalability bottlenecks.
The Solution
Flickpy.com addresses these challenges through a comprehensive Django-based system with dynamic form generation, intelligent scheduling, and multi-SMTP orchestration.
Dynamic form generation based on country and category
The system generates forms dynamically based on country selection and category (Immigrant, Non-immigrant, General). Each country can have up to three form configurations, allowing field customization per context. Fields are stored as JSON in a FieldsGenerator model, enabling flexible field types (text, email, date, etc.) and ordering. This eliminates the need for hardcoded forms and supports rapid expansion to new countries.
Precise email scheduling with Celery and Redis
Emails are scheduled with exact date and time precision (including seconds). The system uses Celery Beat for periodic task execution and Celery Workers for email processing. Emails are pre-processed and stored in Redis 10 minutes before their scheduled time, reducing latency. A three-stage pipeline ensures reliability: pre-processing (10 min before), preparation (stored in Redis), and sending (at exact time). This guarantees timely delivery even under high load.
Multi-SMTP server support with connection pooling
The platform supports multiple SMTP providers: Gmail, Yahoo, Outlook/Hotmail, cPanel, and custom SMTP servers. SMTP connections are pre-authenticated and maintained in memory pools, reducing connection overhead. The system automatically detects SMTP ports (587 for TLS, 465 for SSL) and handles authentication transparently. Connection health is monitored with NOOP commands, and failed connections are automatically recreated. This enables efficient email distribution across multiple accounts.
Bulk email operations with parallel processing
Staff can select multiple email entries and perform bulk operations: bulk sending, bulk scheduling updates, and bulk email address updates. The bulk sender uses ThreadPoolExecutor for parallel processing, with optimal worker counts based on database backend (PostgreSQL vs SQLite). Files are handled efficiently with memory-mapped I/O, and database transactions ensure data consistency. This reduces manual work from hours to minutes for large email campaigns.
Role-based access control with granular permissions
Three user roles provide appropriate access levels: Admin (full system access, user management, configuration), Office Staff (can update sent_to_email, view all entries), and Staff (can only view/edit their own entries, cannot update sent_to_email). Permission checks are enforced at both view and model levels using Django mixins. This ensures data security while allowing appropriate team collaboration.
Dynamic email body formatting with key-value replacement
Email bodies support dynamic field replacement using a BodyKeyValue system. Fields like {Surname}, {Given_Name}, {Passport_Number} are automatically replaced with actual values from the compose entry. Headers and footers can be configured globally or per email format. The system processes email_body_dict as a list of dictionaries with position tracking, enabling complex formatting requirements. This personalizes emails at scale without manual editing.
File attachment management with size limits and compression
Each compose entry can have multiple file attachments. The system enforces configurable file size limits (default 5MB) through FileSizeConfig. Files exceeding limits are automatically compressed to 90% of the maximum size. Files are stored with timestamped names to prevent conflicts, and original filenames are preserved for email display. This prevents email delivery failures due to oversized attachments.
Comprehensive email tracking and status management
Each email entry tracks multiple status flags: is_sent (delivery confirmation), is_prepared (Redis storage status), is_editable (lock after sending), and sending_date_time (scheduled time). The system records attempts, last_error messages, and sent_at timestamps. Staff can filter and search entries by status, country, category, and date ranges. This provides full visibility into email operations and helps troubleshoot delivery issues.
User impersonation for support and debugging
Admin users can impersonate other users to troubleshoot issues or provide support. The ImpersonationMiddleware tracks impersonation state in the session, and the UI clearly displays when an admin is viewing as another user. This enables efficient customer support without password sharing or account switching.
Production-ready deployment with systemd services
The platform includes comprehensive production setup documentation for Digital Ocean droplets. Celery Worker and Celery Beat run as systemd services with automatic restart on failure. Redis is configured for persistence, and database migrations are automated. Static files are collected for efficient serving. The system is designed for 24/7 operation with minimal manual intervention.
The Result
- Teams can manage country-specific email workflows without code changes
- Emails are scheduled and delivered with precise timing accuracy
- Bulk operations reduce manual work from hours to minutes
- Multiple SMTP accounts are managed through a single interface
- Role-based access ensures security while enabling team collaboration
- Dynamic form generation supports rapid expansion to new countries
- File attachments are automatically managed with size limits
- Email tracking provides full visibility into delivery status
- System handles high-volume email sending with connection pooling
- Production deployment is streamlined with automated services
Key Takeaways
- Dynamic form generation eliminates hardcoded forms and supports scalability
- Pre-processing and Redis storage ensure reliable scheduled delivery
- SMTP connection pooling dramatically improves performance for bulk sending
- Role-based permissions must be enforced at both view and model levels
- Bulk operations require careful transaction management and error handling
- File size limits and compression prevent email delivery failures
- Email status tracking is essential for troubleshooting and reporting
- Celery + Redis provides robust async task processing for email workflows
- User impersonation improves support efficiency without security risks
- Production systems need automated service management (systemd) for reliability
Tech Stack
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