Computer Club Management & Automation Platform

Project background 

Overview

Our client, a company planning to launch a chain of modern computer clubs across the country, needed a comprehensive management system to automate daily operations. The platform had to support both staff and customers, allowing seamless reservations, financial tracking, and event management.

Initially, our team created a comprehensive technical specification and developed UI/UX designs from scratch. We made sure that the designs not only captured the core functionality but were also optimized for better usability and scalability.

Our role was to develop the platform from scratch, ensuring seamless integration between web, mobile, and desktop applications, while also providing a flexible foundation for future club expansions.

Project Goals

• Develop a fully automated management system for a computer club.
• Allow future expansion to multiple locations so that in the future, the system could support the work of not just one club, but the entire network.
• Provide seamless integration between mobile, web, and desktop applications.
• Implement user-friendly interfaces for both staff and customers.
• Maintain high-security standards for transactions, user data, and system access.

Challenges

• Real-time data consistency between web, mobile, and on-site software.
• Implementing strong security measures to protect customer data and financial transactions.
• Developing a system that can easily accommodate future expansion into new computer club networks.
• Creating an administrative backend with granular access control for different roles.
• Allowing club owners to tailor pricing, services, and promotions.

Our approach

Solution

For a successful outcome, we started with a detailed discovery phase, where we analyzed the client’s requirements, existing designs, and industry standards. Our business analyst worked closely with stakeholders to refine feature specifications and identify potential improvements.

For the platform architecture, we implemented a modular approach, making sure that each component (web, mobile, and desktop) was interconnected yet independently scalable. This modularity allowed for seamless updates and feature additions without disrupting existing functionalities.

Security was another critical focus. We integrated OAuth-based authentication, encrypted transactions, and role-based access control to ensure safe and reliable operations. Additionally, we developed an API-driven infrastructure, allowing external integrations such as payment gateways, push notifications, and third-party analytics tools.

To enhance user experience, we reworked the original UI/UX designs, making them more intuitive and user-friendly. Special attention was given to mobile responsiveness so that both the website and the mobile app provided a consistent experience across different devices.

The final solution consists of three interconnected components:

The Mobile Application (iOS & Android) allows users to book computers, manage accounts, make payments, and receive notifications. The app features real-time updates on available gaming stations, a built-in loyalty program, and parental control settings for younger users.

The Website acts as a digital hub for the computer club, offering information about club locations, tournaments, events, and services. Users can register, make reservations, and purchase products from an online store. The site integrates seamlessly with the mobile app and admin dashboard, ensuring that all user activities are tracked and synchronized.

The On-Premises Software provides club staff with tools for session monitoring, billing automation, and user authentication. Administrators can manage computer usage, handle customer requests, track financial transactions, and generate reports to optimize club performance. The software also includes POS system integration for in-club purchases.

Team

A team of 12 specialists was dedicated to delivering this project. Two tech leads oversaw the system architecture and technical decision-making, ensuring that all components were built efficiently and met performance requirements. Four backend developers were responsible for API development, database management, and server-side logic. Three frontend and mobile developers worked on creating a seamless user interface for both web and mobile applications.

Our business analyst played a crucial role in translating business requirements into functional specifications, ensuring alignment between the client’s vision and our technical implementation. A project manager coordinated all development activities, maintained timelines, and facilitated communication between the client and our team.

Results

The platform successfully upgraded computer club management, reducing administrative workload and improving customer experience. Our centralized reservation system eliminated double bookings, while automated billing and reporting allowed club owners to manage finances with greater accuracy.

From a security perspective, multi-layer authentication, encrypted transactions, and data access restrictions so that customer information remains protected. The intuitive UI and gamification features led to higher user engagement, encouraging repeat visits and increasing revenue.

With a cloud-based infrastructure hosted on AWS, the system is now fully scalable, allowing new club locations to be onboarded quickly. The platform’s architecture also supports future feature expansions, such as tournament hosting, in-app rewards, and third-party integrations.