SAA PortalInternal Operations

In daily use

Internal product · ScaleUp Ads Agency

300 people. Three departments.One portal to run the work.

SAA Portal is the internal operations system I built for ScaleUp Ads Agency. It connects Sales, Operations, and Business Development so every client request has a clear owner, a clear status, and one place it lives.

300+ people3 departments6 core systems

Product designFull-stack developmentInternal tooling

SAA Portal

Sales

Operations

Business Development

New issue opened

Update delivered

See the recognition

Internal tool

Staff access only · no public link

Management recognition

The software did not just ship.It changed how the agency worked.

ScaleUp management recognized my work on SAA Portal with the Outstanding Contribution Award. The platform became an essential part of daily operations, bringing scattered work into one shared system for the agency.

“A transformative organizational portal that streamlines processes, enhances collaboration, and improves organizational efficiency.”
ScaleUp IT Ltd. management

Outstanding Contribution Award Built August 2025

Outstanding Contribution Award certificate presented by ScaleUp IT Ltd. management for developing the organizational portal

View original

Awarded by company management

People on the platform

Across the whole agency

Departments connected

Sales · Operations · Biz Dev

Systems in one portal

From issues to dashboards

My role

Product design and full-stack development — from the data model to the dashboards.

Services coordinated

FSDMobile AppCMSGoogle AdsMeta AdsSEO

The problem

When the floor outgrew the group chat

ScaleUp Ads Agency delivers websites, apps, SEO, and paid ads for a lot of clients at once. Before the portal, the work that moved between Sales and Operations moved through messages — and at the scale of hundreds of people, messages stop being enough.

Requests lived in chats

Client work was tracked in threads that were easy to lose, hard to search, and impossible to audit later.

Ownership was unclear

With hundreds of people and profiles, it was rarely obvious who was responsible for a given client or task.

Handoffs were manual

Passing work between Sales and Operations depended on remembering to forward the right message to the right person.

Status was invisible

There was no shared view of what was pending, in progress, or done — so people asked instead of checked.

Before / after

From scattered messages to a structured workflow

The portal did not add process for its own sake. It gave one shape to work that was already happening — so it could be seen, owned, and finished.

One tracked path

Client

External

Sales

Issue

Sales

Operations

Work

Operations

Update

Operations

Sales

A client need becomes an Issue that Sales owns. Operations picks it up, does the work, and sends an Update that closes the loop — every step visible, every handoff recorded.

The solution

A shared system with one loop at its center

Everything in SAA Portal serves a single idea: turn a client need into a tracked item that moves through a clear path and comes back visible to whoever needs it.

Main loop

Issue → Update

Sales opens an Issue; Operations works it and sends an Update back. The core handoff, recorded end to end.

Supporting

The Queue

When Operations needs information, a request is routed to the Sales member who owns that profile, and answered in the portal.

Supporting

The Station

A live map of who is at which station and who owns which profile — so the right person is always reachable.

Inside the portal

Six systems, one connected workspace

Each part of SAA Portal does one job well. Together they cover the full path a client request takes across the agency.

Issue Sheet

Where a client request begins

A Sales member opens an Issue with everything Operations needs to act — no back-and-forth to gather context.

Captures client and order info, the profile, a description, screenshots, links, and notes in one place.
Operations receives it, works on it, responds, and updates its status as it moves.
Nothing sits in a chat waiting to be noticed — the Issue is the record.

Issue #2481

In progress

Client

Acme Co.

Order ID

#SA-2481

Profile

Acme · Meta Ads

Raised by

Sales · Nadia

Description

Pause the running Meta Ads set and move the remaining budget to the new creative. Client approved the copy in the thread below.

creative-v2.png budget.pdf ad-manager link

Sent to OperationsOpen sheet

Update Sheet

The path back to Sales

When Operations has news or finishes the work, they send an Update that lands on the right Sales member’s dashboard.

Closes the loop the Issue opened: Client → Sales → Issue → Operations → Work → Update → Sales.
Updates appear on the Sales dashboard, so the client-facing side always knows where things stand.
The two teams stay in sync without a single forwarded message.

Update on #2481Operations

Old set paused and budget moved to the new creative. It is live now — first results should show by tomorrow.

Delivered to Sales · Nadia

OperationsSales

Sales dashboard

1 new update on a profile you own

Station

Who is where, and who owns what

Each Sales member keeps their current station and the profiles they handle up to date, giving Operations a live map of the floor.

Operations can see at a glance who is at which station and who owns a given profile.
When something needs a quick answer, they reach the right person on WhatsApp.
Ownership stops being tribal knowledge and becomes something you can look up.

Sales stations

Live · 4 active

Nadia

Station A2

Acme · MetaNova · SEO

Arif

Station B1

Lumen · Google Ads

Rima

Station B4

Orbit · WebsiteZen · Apps

Sabbir

Station C3

Peak · Meta

Queue

Routing questions to the right owner

When Operations needs information to keep moving, a Queue request goes straight to the Sales member responsible for that profile.

Captures the client, order ID, profile, the request itself, and any extra detail.
The portal routes it to the responsible Sales member — not a broadcast to everyone.
They respond in the portal, so the answer stays attached to the work.

Queue requestOperations

Client: Acme Co.

Order: #SA-2481

Profile: Acme · Meta Ads

Need updated ad-account access to launch the new set.

routed to profile owner

ResponseSales · Nadia

Access shared with Operations. Also added a backup manager just in case.

Answered in portal

Admin Management

The control room behind the routing

Admins manage the operational data that makes ownership and routing work across every department.

Manage employees, teams, client profiles, and assignments in one place.
Keep the data that powers routing accurate as people and clients change.
The backbone that lets the rest of the portal stay reliable.

Employees

Teams

Profiles

Assignments

Search employees Add

NameDepartmentRole

NNadia I.SalesExecutive

AArif H.OperationsSpecialist

RRima K.SalesExecutive

TTanvir A.Biz DevManager

Role-Based Dashboards

A command center for each role

Everyone opens the portal to a view built for their job — not a generic admin screen.

Sales see pending updates, open issues, and the profiles assigned to them.
Operations monitor pending issues, updates to send, the live queue, and overall workload.
The first screen of the day is the work that needs attention, sorted by role.

Pending updates

Open issues

My profiles

Recent updates

Acme · Meta Ads — set relaunched

Nova · SEO — report ready to send

Peak · Meta — awaiting client reply

How it fits together

One data model connects every department

Underneath the six systems is a single model of people, profiles, and work. That is what lets a request find its owner and a status stay true across the whole agency.

People & Teams

Employees grouped into departments and teams

Sales

Operations

Business Development

Profiles & Assignments

Every client profile has a responsible owner

Client profiles

Ownership

Routing rules

Workflows

The four systems that move work across the floor

Issue Sheet

Update Sheet

Station

Queue

Role dashboards

Each role sees exactly what it needs to act on

Sales view

Operations view

Admin controls

What I built

A real business problem, turned into a working product

I designed and built SAA Portal end to end — the data model, the workflows, the role-based dashboards, and the admin tools that keep it all accurate. It runs on the stack I use across my work.

Modeled the domain

People, teams, client profiles, assignments, issues, updates, queue requests, and stations — the objects the whole floor shares.

Built the routing

Requests reach the person responsible for a profile instead of a group chat, so nothing waits on someone happening to notice it.

Role-based access

Sales, Operations, and Admin each get the views and permissions their work needs — one portal, many tailored surfaces.

Dashboards & admin tools

Command-center views for daily work, plus the admin controls that keep employees, teams, and profiles accurate.

Built withNext.jsReactTypeScriptTailwind CSSPrismaMongoDB

The outcome

Clear ownership. Fewer lost requests.One source of truth.

Sales and Operations now share one system instead of scattered threads. Every request has an owner and a status, handoffs are structured, and anyone can see where the work stands — for more than 300 people, every day.

Built into the daily workflow

Not another dashboard to check—one system to work from.

Outcome map 300+ people · one workflow

Clear ownership

Every profile and request has a named owner. The question “who handles this?” has a definite answer.

Structured handoffs

Issue out, update back. Sales and Operations pass work through a recorded path instead of forwarded messages.

Shared visibility

Pending issues, updates, and queue requests are visible to the people who need them, in one place.

One source of truth

Client profiles, assignments, and status live in the portal — not spread across inboxes and threads.

SAA PortalSource of truth

Clear ownership

Every profile and request has a named owner. The question “who handles this?” has a definite answer.

Structured handoffs

Issue out, update back. Sales and Operations pass work through a recorded path instead of forwarded messages.

Shared visibility

Pending issues, updates, and queue requests are visible to the people who need them, in one place.

One source of truth

Client profiles, assignments, and status live in the portal — not spread across inboxes and threads.

Before

Scattered chats

Now

Structured handoffs

Result

Visible ownership

“

The best internal tools disappear into the work. Nobody applauds them — the team just stops asking “who owns this?” and gets on with the job.

Building for people who use a product every day is different from building for visitors. The reward is not a launch moment — it is a floor of 300 people moving faster because the system quietly keeps the work in order.

Internal product · Staff access only

An operations system, built for a real team.

SAA Portal runs inside ScaleUp Ads Agency, so there is no public link to share. If you would like a closer look at how it works, or want something similar built, I am happy to walk through it.

Get in touch Read the Trust Check BD case study

Back homeAccess restricted to ScaleUp Ads Agency staff