A Powerful Set of Flexible, Secure Customer Portals

Our solution realization included the following:

Technical implementation

Backend Stack:

• Framework: ASP.NET Web API 2
• Dependency Injection: Ninject
• Authentication & Authorization: OAuth 2.0 via ADFS
• Background Processing: Hangfire
• Real-Time Communication: SignalR

Data and integrations:

• CRM Integration: Microsoft Dynamics CRM 9.1 (via CRM SDK)
• Document Management: SharePoint 2016 (via CSOM)
• Reporting: SQL Server Reporting Services (SSRS) via Web Service API

Architecture highlights:

• Designed as a service-oriented backend with extensible APIs
• Secure single sign-on (SSO) provided through ADFS with OAuth 2.0
• Real-time updates and notifications delivered using SignalR
• Background job scheduling and execution, handled by Hangfire for reliability and scalability
• Seamless integration with Microsoft’s ecosystem for CRM, reporting, and document management

Multiple portals, one architecture

To support the diverse use cases, we developed three multiple portal variants using a shared foundation:

• Cooperative Portal

  It is the primary portal for owners and residents, property managers, board members, accountants, auditors, and even contractors, offering a wide range of available information and functions.

• Investor Portal

  It is a specific portal for investors or their managers with the ability to check reports, portfolios, and financial information.

• Maintenance Portal

  It is used mostly by maintenance personnel to add or check meter values, share reports, get needed cooperative or customer information, follow and handle tasks.

! Note. Each portal instance can serve multiple cooperatives or investor portfolios, scaling to match the organizational structures.

Role-based access at scale

We implemented a granular role-based access model, enabling tailored experiences for different user types. Currently, the portals support 13 roles, divided into groups (with different rights), including:

• Shareholders group: Owner, Owner Trustee
• Board Members group: Board Member, Property Manager, Accountant
• Constructors group: Constructor, Constructor Representative
• Investor group: Investor, Portfolio Manager, Investor Representative
• Residents, Auditors, Servicemen groups/roles

Each role group has a customized dashboard and access permissions, ensuring users only see the information and tools relevant to them.

Cooperative information

The portals contain background and contact information, service providers, responsible personnel, and so on.

User profile

The portals allow users to add or update personal information, including uploading and managing important documents. Users can also customize their profile settings, such as contact preferences, language options, and notification preferences. The portals provide secure access to view account details, track activity history, and manage login credentials, ensuring a personalized and streamlined experience.

Documents

The portals provide secure uploading, version control, and easy downloads. All documents are organized in a structured format, making it simple for users to find, manage, and access the files they need. Document control can be applied to those pages as necessary.

Interactive reports

• Real-time insights are available for every user.
• The portals offer customer access to interactive, real-time reports tailored to their specific roles and needs. Whether it is tracking activities, monitoring orders, or reviewing service history, each report is designed with precision and security in mind, ensuring that every customer group receives the information most relevant to them.

• To meet diverse requirements, we have developed 10 specialized reports, carefully structured for different user groups:

  • 3 cooperative-related reports to deliver comprehensive insights into buildings and spaces, including balance overviews and invoicing details, either for the entire cooperative or for a defined space.
  • 2 constructor reports to provide project-specific data to support construction workflows and decision-making.
  • 4 investor reports to offer financial and performance-focused insights to keep investors fully informed.

Case management

Users can track, update, and collaborate on issues. Customers can create and update support tickets, attach documents, monitor or change ticket status, and communicate directly with the service team through integrated chat messaging. Board members or other task assigners can easily manage and delegate tasks in a dedicated section of the portal using any convenient device, such as a desktop, a tablet, or a mobile device.

Self-service tools

These tools reduce the call center load by letting customers update their information, access knowledge base articles, and download documents.

Integrated chat system

A built-in messaging feature is linked directly to events, cases, and tasks. Users can communicate in real time, edit or delete their messages when needed, and maintain a clear, contextual conversation history, streamlining collaboration and improving response times.

Reservations

Users can book shared spaces, services, or equipment directly through the portals. The system supports grouped resources, allowing administrators to organize reservation items into categories (e.g., meeting rooms, vehicles, or support staff). Each resource can be configured with its own availability rules, including time slots, duration limits, and blackout periods.

Customers can make reservations by specific date and time ranges, with real-time availability and confirmation, which improves scheduling and reduces conflicts.

Users can also view, manage, and cancel their reservations as needed, giving them full control and flexibility over their bookings.

Notifications

The portals include a robust notification system that supports both system-wide and personal alerts. Administrators can send global messages, such as system maintenance, outages, or policy updates, to all users. Meanwhile, users receive real-time, personalized notifications about their activity, including new chat messages, case updates, and other key interactions.

To enhance visibility, the portals display red notification bubbles in relevant sections (such as the Cases or Tasks areas), making it easy for users to spot new activity at a glance. Plus, it guarantees that users will never miss important updates.

Financial information

Users have secure access to a personalized financial overview, including invoices, fiscal year documents, and summary reports. The portals allow customers to review their financial history, monitor account balances, and view delivery мstatuses — all in a clear, organized format. This transparency enhances trust and reduces the need for direct inquiries.

External links

The portals offer seamless access to third-party tools, systems, and external resources directly from the user interface. Whether linking to partner platforms, industry-specific services, or documentation repositories, users can navigate effortlessly without leaving the portal environment, refining their workflow and improving overall usability.

Events and communication messages

The portals offer robust functionality for managing events and communications, allowing users to easily create appointments and initiate mass communications. These can be delivered through a variety of channels, including post, email, SMS, portal messages, or a combination of these methods.

Portal messages serve as an especially convenient way to share important updates directly within the system. Whether it is a reminder about an upcoming appointment or a company-wide announcement, communication is tailored to meet the needs of user roles and individual recipient preferences. For instance, announcements might be assigned to property managers and accountants, as well as to all property owners in a particular building.

Users can specify how they prefer to receive different types of information, for example, marketing content via email and appointment-related updates by post. Each message or appointment can include both primary and additional details, such as attached documents, ensuring that recipients have all the necessary information at their fingertips.

Mobile-friendly interface

The portals are optimized for use across desktops, tablets, and smartphones.

Custom dashboards

The portals empower users with customizable dashboards that present the most important insights instantly. From open cases to recent updates, each widget on the dashboard is powered by real-time CRM data, ensuring that information is always accurate and up-to-date.

Every cooperative can personalize its data dashboard to match its unique needs. With interactive widgets, users can quickly view essential details or dive deeper into specific areas by clicking on the menu link within each widget.

With Custom Dashboards, every user gains a personalized command center, making daily tasks more effective, improving efficiency, and enabling smarter decision-making.