Case study · Custom web application
Operations system for a workforce & staffing company
Workflow, CRM and ATS in one flexible system for managing field personnel (incl. care) — designed, built, deployed and maintained by Primessio. One of many applications we have shipped.
Product demo
Anonymised screens — the same templates and styles as production, sample data. Autoplay · PL / DE / EN. · Open the demo in a new window ↗
The challenge
A growing staffing company (incl. care) ran recruiting, personnel rotations and client service on spreadsheets, email and team memory. Data drifted, deadlines slipped, and every document was made by hand.
On top of that: formal requirements (filings, document validity), several cooperation models, multilingual CVs and full GDPR compliance — all on shared hosting, with no heavy infrastructure.
The solution
One flexible system: a talent database (ATS) and client relationships (CRM) tied together by a workflow engine that moves each order through its whole lifecycle — automatically and fully audited.
Plus a multilingual document generator, address‑data automation, deadline reminders, and security and GDPR built in from the ground up.
Scope — what we delivered
Workflow engine
Order lifecycle: state machines with automatic transitions and full history.
CRM
Client and partner relationships, proposals and decisions, conflict guards.
ATS
Talent database with filters, automatic match scoring and consent status.
Document generator
Multilingual CV/PDF in one click, language‑specific logo, GDPR: first name only.
Data automation
Address autocomplete postcode ↔ city (multiple countries) from offline dictionaries.
Compliance & deadlines
Automatic reminders, rules depending on the cooperation model.
Security & GDPR
Roles and permissions, operations audit, data processed in the EU.
Role dashboard
HR / Partner / Administrator views with KPIs and deadline alerts.
Outcomes
How we work — agile
Go‑live is not the end but the beginning. We work together, in short cycles, continuously adapting the tool to the real work and optimizing resources.
Discovery
We map the process, roles and business rules — before any schema.
Design
Data model, flows and UI — decisions for real resources and hosting.
Build
Short sprints, fast feedback, continuous adaptation of requirements.
Go‑live
Production, migrations and empirical verification of every change.
Run
We keep evolving and optimizing — the tool keeps pace with the company.
Technology
Deliberate choices for shared hosting and GDPR: minimal dependencies, no vendor lock‑in, data in the EU. PDF rendered locally (pdf.js) — no data leaves the browser.
- PHP 8.4
- MariaDB
- Front controller
- PDO + migrations
- CSP / CSRF
- RBAC + audit
- pdf.js
- GeoNames (offline)
- GDPR / EU
- PL · DE · EN
Frequently asked questions
What does a custom web application like this include?
The system combines three layers: a workflow engine (order lifecycle with automatic status transitions), CRM (client and partner relationships) and ATS (a talent database with filters and match scoring). Plus a multilingual PDF generator, address‑data automation, deadline reminders, and roles with a full audit log.
How long does it take to build a system like this?
We work in short sprints — the first working modules reach production within weeks, and the system grows iteratively with the company's needs. Scope and timeline are agreed during discovery, before the first line of code.
Is the system GDPR‑compliant?
Yes — GDPR compliance is built in from the ground up: data is processed in the EU, access is controlled by roles and permissions, every operation is written to an audit log, and the end client only ever receives the worker's first name.
Do we need expensive infrastructure?
No. The system was designed for ordinary shared hosting: minimal dependencies, no vendor lock‑in, and PDF documents rendered locally in the browser. Low running costs were one of the project requirements.
What happens after go‑live?
We treat go‑live as the start of the partnership. We run and evolve the system in an agile model — new requirements feed into the next sprints, and the tool keeps pace with the company's changing processes.
Got a process that's begging for its own system?
We will design, build, deploy and maintain an application tailored to your work — built on flexible management systems and 20 years of team experience.
Let's talk