Coaching operations management SaaS platform
Coaching operations management SaaS platform
2021 – Ongoing
Web and mobile application
Coaching platform
reduction in hosting costs
downtime during domain migration
faster test suite execution
Key challenges and how we solved them
What was the client’s key challenge
The client faced key challenges as the platform scaled and prepared for rebranding. Managing multi domain migration without downtime was critical, while manual SSL renewals caused delays, risks, and required continuous monitoring.
The existing Heroku setup limited scalability and increased costs, making growth inefficient. Additionally, the client needed a faster way to launch a mobile application without rebuilding the system, while maintaining a consistent and smooth user experience.
Automated SSL management for custom domains
100%
Ensured seamless certificate provisioning and renewal across multiple domains, eliminating manual effort and reducing downtime risks.
What was our approach
Mallow addressed these challenges with a structured, scalable approach focused on performance, automation, and reliability. A zero downtime domain migration strategy using parallel DNS and environment setup ensured seamless rebranding without service disruption.
SSL management was automated using Let’s Encrypt and AWS Certificate Manager, removing manual effort and reducing overhead. The platform was migrated from Heroku to AWS using EC2, RDS, and S3, improving scalability, performance, and cost efficiency.
To speed up mobile deployment, a hybrid mobile app was built using a WebView approach, reusing existing web modules while delivering a consistent and efficient user experience.
Key functionalities delivered in the project
01
Session and booking management
Professionals can create coaching sessions, manage schedules, handle participant bookings, and organize group based programs through a centralized platform experience.
02
Learning content sharing
Coaches can upload, manage, and distribute learning resources, session materials, and supporting documents while maintaining organized access for participants.
03
Custom domains and SSL automation
The platform supports custom domains with fully automated SSL certificate provisioning and renewals, ensuring secure access without manual intervention or downtime risks.
04
AWS cloud infrastructure
Migrated the platform from Heroku to AWS using EC2, RDS, and S3 to improve scalability, optimize hosting costs, and deliver better system reliability and performance.
05
Zero downtime migration
Implemented parallel DNS and infrastructure configurations to enable seamless rebranding and domain transitions without disrupting existing users or platform accessibility.
06
Hybrid mobile application
Developed a WebView based mobile application using existing web modules, enabling faster mobile deployment while maintaining a consistent user experience across devices.
07
Performance optimization
Enhanced application responsiveness through optimized caching strategies, infrastructure tuning, and backend performance improvements that reduced latency and improved load speeds.
08
Deployment automation
Streamlined operational workflows with automated infrastructure processes, reducing manual maintenance efforts and enabling faster, more reliable release cycles.
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Technologies and capabilities to build and scale
Technology stack
Services offered
Business analysis
Defined product workflows collaboratively, mapping user roles, platform behaviors, and edge cases to build a strong and scalable SaaS foundation.
Backend development
Developed scalable backend systems using Ruby on Rails to manage sessions, bookings, user roles, and content workflows efficiently.
DevOps
Implemented a robust AWS infrastructure with EC2, RDS, and S3, along with automated SSL management and optimized deployment.
Integrations
Integrated third-party services like Google Calendar, Zoom, Stripe, Zapier, ConvertKit, and Less Annoying CRM for scheduling, payments, automation, and CRM sync.
How we approached and executed the project
The engagement began with a clear understanding of the product goals and growth expectations. The platform was in its early stage, and the focus was on building a performance-driven system that could scale as the user base expanded.
Team Mallow conducted detailed discovery sessions to understand coaching workflows, session management, user roles, and content delivery. This ensured the platform aligned with real-world usage and defined clear system behavior.
A complete workflow specification was created covering all user journeys, role-based access, booking flows, and edge cases. This provided a structured foundation before moving into development.
Built a scalable backend using Ruby on Rails to handle sessions, bookings, user roles, and content management, ensuring high performance and long-term scalability.
Migrated from Heroku to a scalable AWS architecture using EC2, RDS, and S3. Automated SSL management and optimized deployment processes to improve reliability and reduce operational overhead.
Executed a zero-downtime domain migration using parallel DNS configurations, ensuring a seamless transition during rebranding without affecting existing users.
Developed a WebView-based mobile application using existing web modules, enabling faster go-to-market while maintaining a consistent user experience.
Improved system performance through caching strategies, infrastructure tuning, and backend optimizations, resulting in faster load times and better platform stability.
Designed around distinct user roles and their pain points
Platform owner
Core need
Centralized control of accounts, users, domains, and configurations.
Biggest pain
Reviewing and navigating new accounts across multiple systems.
Platform-wide control, web-focused
Coach
Core need
Manage sessions, bookings, participants, and learning content efficiently.
Biggest pain
Handling multiple tools for scheduling, content, and participants.
Business management, cross-device access
Team members
Core need
Support sessions and manage assigned tasks within account.
Biggest pain
Coach handling everything alone when team support is unavailable.
Task-driven usage, controlled access
What impact did team Mallow deliver?
- Completed seamless domain migration with zero downtime during rebranding
- Eliminated manual SSL renewal efforts through full automation
- Migrated infrastructure from Heroku to AWS, improving scalability and reducing costs
- Enabled rapid mobile app launch using a hybrid WebView approach
- Improved system performance, load speed, and overall user experience
- Reduced operational overhead and increased platform reliability
Explore more on what really goes into shaping our client's successful outcomes?
No two journeys here follow the same path. Each story captures a different starting point, set of constraints, and path to execution. As you explore our portfolio, you’ll see how priorities shifted, what trade-offs were made, and how decisions evolved in response to real-world challenges. It gives you a more complete view of what actually shapes outcomes, beyond just what gets built.
