Client For:
In-House Business Solution – Sales & Leads Management
Services:
Custom CRM DevelopmentMulti-Role User ManagementReal-Time Collaboration SystemWebSockets IntegrationTwo-Factor Authentication (2FA)Bulk Upload & Assignment Automation
(Private Deployment)
Overview
This Multi-Tenant CRM is a fully custom-built platform designed to manage complete business operations for multiple companies under one unified system.
The CRM follows a true multi-tenant architecture, where each company has its own isolated environment with separate users, analytics, chat, pipelines, and data security. A centralized Super Admin Panel oversees all companies, allowing monitoring, performance evaluation, communication tracking, and tenant-level management.
Each company receives its own internal CRM workspace, including:
- Company Admin
- Multiple user roles (Agents, Managers, Closers, Support, etc.)
- Secure dashboards
- Real-time activity logs
- Internal communication tools
- Notification center
- Custom permissions
- Notes & micro-tools
- Bulk operations
Built using Core PHP, MySQL, WebSockets, browser notifications, and custom real-time components, this CRM provides powerful automation, fast communication, and highly efficient team coordination.
Key Features:
- Multi-tenant separation (Company-wise isolation)
- Super Admin monitoring for all companies
- Real-Time Chat (Private + Groups)
- File sharing, message search & typing indicator
- 2FA + Backup Codes (Email-based)
- Session monitoring (active session, last activity, force logout)
- Bulk CSV upload + smart assignment
- Dashboard analytics with graphical insights
- Full activity log for every action
- Custom ringtone + in-browser notifications
- Sticky notes & personal tools
- Customizable role-based permissions
Challenges
This project presented several unique challenges that required innovative solutions and careful
planning to overcome. Here's a detailed breakdown of the key challenges and how they were addressed.
Multi-Tenant Data Isolation & Security:
Challenge:
The CRM needed to host multiple companies within a single system — each with completely separate data, modules, user roles, chat history, and analytics.
The main difficulties included:
- Preventing one company from accessing another’s records
- Ensuring queries remain fast even with tenant filtering
- Maintaining secure authentication per company
- Handling internal modules (chat, logs, notes, uploads) separately for each tenant
- Creating a unified Super Admin view without breaking isolation
In multi-tenant systems, a single mistake in database scoping can lead to data leaks, permission bypasses, or cross-tenant access.
Solution:
A strict tenant isolation layer was implemented:
- Every request maps to a unique company_id
- All queries auto-filtered through a tenant validator
- Separate directories for tenant files, uploads, and logs
- Middleware to block unauthorized tenant access
- Super Admin receives aggregated views but through “safe read-only pipes”
- Database indexed by company_id for high-speed queries
- Authentication tokens generated per tenant
This established enterprise-grade isolation without compromising performance.
Dynamic Multi-Role Permission & Workflow Design:
Challenge:
Each company required its own roles, its own permissions, and its own workflows.
Some companies needed:
- Agents + Managers
- Closers + Support
- Multi-level hierarchy
- Custom permission combinations
Managing this without hardcoding was challenging.
If not handled properly, one permission change can break the workflow of multiple roles.
Solution:
A modular RBAC (Role-Based Access Control) engine was built:
- Permission sets stored in database (not code)
- Every role can be customized per company
- Each CRUD action is validated through an access middleware
- Exposure of modules in UI depends on user’s role
- Admin can assign, update, or revoke permissions in real time
This provided maximum flexibility, allowing each company to operate with its unique structure.
Real-Time Features (Chat, Notifications, Typing, Live Updates):
Challenge:
The CRM required instant updates without page reload — including:
- Private & group chat
- User online/offline status
- Typing indicators
- Real-time notifications
- Session heartbeat & activity updates
- Live assignment changes
Handling all these in PHP alone is difficult because PHP is request-based, not persistent.
Solution:
A parallel WebSocket server was created for real-time layers:
- Dedicated WebSocket channel for chat
- Live broadcasting using event-driven logic
- Typing events sent as small packets
- Online/offline tracking using socket connections
- Instant browser notifications
- Forced logout pushed via WebSocket
This turned the CRM into a fully live collaboration tool.
Activity Logs & Full CRM Audit Trail:
Challenge:
Every click and every action needed to be captured:
- Login, logout
- Adding, deleting, editing records
- Chat messages
- File uploads
- Bulk actions
- Admin operations
- Permission changes
- Failed logins
The challenge was to store logs without slowing the CRM or exploding database size.
Solution:
A lightweight and optimized activity logging engine was built:
- Logs saved asynchronously to reduce API load
- Indexed log tables for faster filtering
- Categorized logs (User, System, Security, Chat, Bulk, Admin)
- Advanced filters for date, company, module, and user
- Automatic log rotation (old logs archived)
This ensured accountability and transparency across the entire CRM.
Real-Time Session Monitoring & User Control:
Challenge:
Admins needed full control over user activity:
- Current login session
- Time spent online
- Last activity timestamp
- Which users are inactive or idle
- Forced logout remotely
Tracking all this in real-time across multiple tenants was highly complex.
Solution:
A session intelligence module was developed:
- Session heartbeat ping every few seconds
- Last activity auto-updated
- Active duration calculated live
- Remote force logout triggers WebSocket event
- Suspicious sessions auto-flagged
- Idle detection timer built in
This helped admins manage team efficiency and security.
Internal Chat System With File Sharing:
Challenge:
Companies wanted a complete internal messaging system to avoid third-party apps:
But the chat system required:
- Private & group conversations
- File sharing (images, documents, audio)
- Message search
- Real-time delivery
- Read receipts
- Typing indication
- Online status
Building all this from scratch was complex and required a robust backend.
Solution:
A fully custom chat system was implemented:
- WebSocket powered message delivery
- File uploads stored securely per tenant
- Chat search (indexed keywords)
- Custom ringtone alerts
- Notification popups
- Message history optimization
- Read receipts per message
- Group chat controls
This helped teams communicate internally without external tools.
Bulk CSV Uploads & Advanced Auto-Assignments:
Challenge:
Companies needed to upload thousands of records and automatically assign them to users.
Challenges included:
- Validating CSV format
- Handling large file sizes
- Preventing duplicate entries
- Auto-assigning based on different rules
- Maintaining speed under heavy load
Solution:
Built a dedicated bulk operations module:
- CSV validator (format, duplicates, empty fields)
- Batch queries for fast insertion
- Error report for incomplete/invalid records
- Multi-mode assignment system:
- Round-robin
- Manual
- Direct user selection
- Group-based
- Smart load balancing
- Progress tracker for admin
This made bulk operations extremely smooth and scalable.
Notes, Sticky Notes & Personal Micro-Tools:
Challenge:
Users needed quick tools (notes, reminders, sticky notes) that sync instantly and stay available on all devices.
Solution:
Micro-modules were added:
- Sticky notes with drag & resize
- Auto-save in real time
- Device-safe sync
- Personal reminders
- Mini task lists
Lightweight structure ensured these tools didn’t slow down the CRM.
Security Layer: 2FA, Backup Codes, Login Protection:
Challenge:
High-security companies required:
- Two-factor authentication
- Recovery codes
- Protection against brute-force attacks
- Secure session tokens
- Email-based OTP verification
Solution:
Implemented enterprise-level security:
- 2FA through email OTP
- Backup codes generated and encrypted
- Failed login attempt limiter
- Device recognition system
- Secure session tokens with regeneration
- Auto-expire sessions
Security was strengthened without compromising user experience.
Results/Conclusion:
The Multi-Tenant CRM successfully delivered a high-performance, secure, and scalable environment capable of supporting multiple companies under one system — each with independent roles, workflows, chat, analytics, and data management.
The platform resulted in:
- Increased operational transparency
- Faster internal communication
- Improved productivity and collaboration
- Reduced dependency on external tools
- Better security through 2FA & access control
- Simplified onboarding with bulk import tools
- Clear audits through comprehensive activity logs
- Streamlined workflow across all user types
This CRM now functions as a modern, real-time collaboration and management solution suitable for any growing organization requiring speed, security, and multi-company architecture.
