Custom User System Revamp

A comprehensive user management platform overhaul delivering modern security, role-based access control, and seamless marketing integration.

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Custom User System Revamp - Security & Integration Case Study
Development Security Enterprise
Client: Enterprise SaaS Platform

Enterprise SaaS | User Management | Secure Web Platforms

About

As digital platforms scale, outdated user systems can quickly become a liability—both from a security and usability perspective. One of our clients, a leading enterprise with a growing digital footprint, approached On Beat Digital with a mission-critical challenge: modernize their legacy user system to improve security, support advanced access controls, and provide a seamless experience across both administrative and customer-facing interfaces.

Their existing setup relied on a deprecated technology stack and lacked the flexibility required to support granular permissions, real-time approvals, and cross-site user behavior tracking—all essential for supporting modern marketing and security workflows.

The Challenge

The client needed a complete overhaul of their user infrastructure to address key gaps in:

Security Vulnerabilities

The existing user system lacked contemporary encryption standards, role segmentation, and auditability

Limited Role Flexibility

Admins could not create or manage custom roles or enforce varying permissions across site areas

Admin Inefficiency

No centralized dashboard for managing users, approving role requests, or triggering status-based automations

Poor Customer Experience

Users had limited ability to manage their own accounts or view personalized content

Marketing Disconnection

No way to feed user data or behavior into marketing platforms for segmentation or campaign targeting

Our Solution

On Beat Digital developed a comprehensive, secure, and scalable custom user system—fully integrated with the client's new website, marketing tools, and internal workflows.

1. Customer Management Frontend

We created a modern, intuitive frontend for customers to:

  • Manage personal profiles and contact preferences
  • Set notification preferences and opt-in/opt-out settings
  • Access role-specific content and tools
  • View historical usage or interaction logs (if applicable)

The interface was designed with responsive Bootstrap components and focused on user accessibility, allowing for fast load times, mobile optimization, and minimal support friction.

2. Advanced Admin Dashboard

For the internal team, we built a dedicated admin portal with:

  • Granular role and permission controls
  • Full user audit logs and status filters
  • Manual user approvals or escalations
  • Real-time system alerts and flagging capabilities
  • Role-based content gating and assignment tools

Admins can now create, edit, and retire user groups as needed, ensuring precise access management across departments, platforms, and workflows.

3. Email Notification System

To accelerate operations and improve communication, we built an integrated email notification engine with Microsoft Outlook and Exchange compatibility, enabling:

  • Automated new registration alerts
  • Admin notifications for access escalation requests
  • Confirmation emails to users for account events (welcome, password reset, approval)

This reduced administrative delay and ensured faster turnaround for user onboarding and updates.

4. Seamless Sitewide Role Integration

We embedded the new role logic throughout the website, ensuring:

  • Role-aware navigation and content
  • Conditional visibility for gated resources, tools, or downloads
  • Protection of sensitive areas based on login state or permission set

Users now experience a personalized yet secure interface, while backend systems enforce tight access control without slowing performance.

5. Integration with Marketing Ecosystem

To bridge the gap between identity management and demand generation, the new system was also integrated with the client's marketing tech stack. This allowed:

  • Real-time collection of sign-up and activity data
  • Enrichment of marketing CRM records with permission levels or account types
  • Better segmentation for nurture campaigns, based on user status and preferences

This connected the dots between user behavior and business outcomes, empowering the client to launch smarter, more personalized campaigns.

The Results

The new user system delivered immediate improvements in:

Security Posture: Modern encryption standards and admin-level control
Operational Efficiency: Real-time alerts and streamlined approval workflows
User Experience: Simplified, intuitive frontend and personalized content
Marketing Effectiveness: Rich data flowing into Eloqua, Salesforce, or other connected tools
Scalability: Supporting future needs such as SSO, multi-site roles, or API-based integrations

Technologies & Features

Role-Based Access Control Custom User Dashboard Admin Portal Email Notifications Microsoft Exchange Integration Bootstrap Frontend Marketing CRM Integration User Audit Logs Real-Time Alerts Security Encryption Mobile Optimization Permission Management

Conclusion

On Beat Digital helped this client transition from a dated, inflexible user infrastructure to a modern, secure, and role-based management platform—one that supports both internal teams and external users with precision, speed, and confidence. Whether approving new registrations, restricting sensitive content, or powering marketing campaigns, the new system provides a foundation for growth and peace of mind.