At a Glance
Overview
Valere collaborated with Swiiftly to transform fleet service management by developing a comprehensive platform with five actor-specific portals: Super Admin, Sub-Admin, Vendor, Company, and Fleet Manager. The system replaced manual Excel-based workflows with a robust, scalable cloud-native solution that streamlined workflows, eliminated manual processes, and provided enhanced control and visibility for all stakeholders.
The Challenge
Swiiftly’s manual and Excel-based workflows presented critical challenges for efficient fleet maintenance: high reliance on spreadsheets caused operational inefficiencies, lack of centralized control led to miscommunication among stakeholders, manual entry errors affected service accuracy, and existing processes could not scale to handle increasing operational demands.
Solution Implemented
Valere designed and implemented a unified application with five interconnected portals, each tailored to specific user roles. The cloud-native infrastructure leveraged AWS services including CloudFront CDN, Elastic Beanstalk, S3, EC2, and MongoDB Atlas. The platform featured standardized interfaces, modernized workflows with automation, real-time tracking via Kanban boards, and role-specific dashboards.
About the Company
Swiiftly specializes in vehicle service management, connecting companies, fleet managers, and vendors to streamline operations and enhance service reliability. The company operates in the Fleet Management & Automotive Service Operations Technology sector, serving:
- Automotive service operations
- Fleet maintenance organizations
- Logistics and transport companies
- Vendor coordination systems
- Vehicle repair and upkeep management
The Problem
Manual Processes Dominated Operations
High reliance on spreadsheets caused inefficiencies across all stakeholder interactions. Service requests, vendor assignments, and invoice generation required manual data entry and coordination, consuming significant time and resources.
Limited Visibility Created Communication Gaps
Lack of centralized control led to miscommunication among stakeholders. Without a unified system, administrators, companies, fleet managers, and vendors lacked real-time visibility into service status, vehicle health, and operational workflows.
Error-Prone Workflows Affected Accuracy
Manual entry errors affected service accuracy across vehicle information, service requests, and invoicing, impacting both service quality and financial tracking.
Scalability Issues Constrained Growth
Existing processes could not handle increasing operational demands. As operations expanded across regions and fleet sizes grew, the manual processes and lack of automated workflows limited growth potential.
Vendor Coordination Required Excessive Overhead
Managing multiple vendors, tracking service completion, monitoring delays, and generating accurate invoices required time-intensive manual coordination without real-time accountability mechanisms.
The Partnership View
Swiiftly engaged Valere to transform their vehicle service management operations through comprehensive platform development. The engagement focused on replacing fragmented, manual processes with a unified digital ecosystem.
Project Details & Timeline
Timeline
Start Date: July 2025
End Date: November 2025
Implementation Approach
Valere utilized discovery and user research, UX and UI design, custom development, workflow optimization, and evaluation and iteration to deliver the complete platform.
Technology Stack
Frontend Architecture
React JS All portals built with React UI components
Backend Architecture
Node.js Primary runtime for backend service
Express.js REST API framework for routing and middleware
Database
MongoDB Atlas Managed cloud database
Integrations
Authentication & User Management:
- JWT Authentication with access and refresh tokens
- OTP Verification via email for login, forgot password, vendor onboarding
Email Delivery: SMTP / Nodemailer
File Storage:
AWS S3 Bucket for vehicle images, vendor documents (W9), job media, invoices
Used across all CRUD operations in Vehicle, Vendor, and Job modules
Real-Time & Notifications:
Notification Engine inside backend for admin/vendor/fleet alerts
Notifications stored in database and fetched by API
Security Utilities:
Crypto.js / bcrypt for password hashing and secure token usage
Helmet / CORS for Express security
AWS Infrastructure Architecture
AWS CloudFront CDN Enables fast content delivery for media and documents
AWS ACM Provides SSL certificates for secure HTTPS encryption
AWS S3 Stores media and documents efficiently
AWS Elastic Beanstalk Managed hosting environment that scales the backend using AWS EC2
MongoDB Atlas Cloud-hosted database for secure and scalable application data storage
Environment Architecture
Staging Environment (STG and UAT): Users → AWS CloudFront CDN → AWS S3 Buckets → AWS EC2 → MongoDB
AWS ACM SSL certificates secure connections
Production Environment: Users → AWS CloudFront CDN → AWS S3 Buckets → AWS Elastic Beanstalk → MongoDB
AWS ACM SSL certificates provide HTTPS encryption
Security Setup
- JWT Token-Based Authentication with Bearer token required across all APIs
- Password Hashing using bcrypt for user/admin creation and updates
- OTP Verification Layer for login, onboarding, and password reset
- Input Sanitisation & Middleware Validation required for all major routes
- Secure File Uploads to S3 with signed URLs
Role-Based Access Control (RBAC)
- Super Admin: Full Access
- Sub Admin: Module-based permissions (Dashboard, Workflow, Invoice, Company, Vendor)
- Vendor / Company / Fleet Manager: Scoped access only
The Solution
To address these challenges, Valere designed and implemented a unified, cloud-native fleet management platform that replaced fragmented, spreadsheet-driven processes with a centralized digital system. The solution introduced five role-based portals, Super Admin, Sub-Admin, Company, Fleet Manager, and Vendor, giving each stakeholder clear ownership, real-time visibility, and controlled access to workflows. Manual service requests, vendor coordination, and invoicing were digitized and automated through structured workflows, Kanban-based tracking, and role-specific dashboards, significantly reducing errors and operational overhead. Built on secure, scalable AWS infrastructure, the platform enabled real-time status updates, streamlined vendor accountability, and provided the foundation Swiiftly needed to scale operations without sacrificing accuracy or service quality.
Valere’s Process & Methodology
Discovery & User Research
Valere conducted comprehensive discovery to understand Swiiftly’s operational challenges, stakeholder needs, and workflow requirements across all five actor types.
UX & UI Design
The team created a unified design system ensuring consistent and intuitive user interfaces across all portals while maintaining role-appropriate functionality.
Custom Development
Development followed a modular architecture approach, building separate but interconnected portals with shared backend services and data models.
The Results
Service Management Efficiency
Transitioned from Excel to an automated system, eliminating manual spreadsheet dependency and reducing data entry overhead.
Vendor Coordination
Streamlined service ticket assignments and monitoring with real-time Kanban boards, improving vendor accountability and coordination.
Fleet Visibility
Enhanced fleet management with dashboards and vehicle insights, enabling data-driven decision-making across all stakeholder levels.
Key Outcomes
Operational Transformation Delivered
Complete Multi Actor Fleet Management Ecosystem
Five fully functional portals serving Super Admin, Sub-Admin, Company, Fleet Manager, and Vendor roles with appropriate permissions and workflows.
Digitized Service Lifecycle
Route ticket creation, acceptance, and workflow-driven child tickets with real-time vendor status updates and centralized dashboards for each role.
Integrated Invoicing System
Weekly automated vendor invoice generation, Fleet Manager invoice generation after job completion, and automated vendor assignment triggers.
Fleet Data Management at Scale
Bulk upload capabilities, fleet mix analytics, and year-wise brand/model breakdown for strategic planning.
Dynamic Workflow Engine
Custom service categories, configurable questions, and flow publish/draft functionality.
Enterprise-Grade Security
Comprehensive validation, environment variable management, modular MVC architecture, and fully audited codebase.
Lessons Learned
Importance of Unified Workflows
Discovery identified earlier fragmentation. Swiiftly resolved this using unified request, vendor, and invoice pipeline. Clear workflows reduce miscommunication.
Need for Consistent Error Handling
Backend code audit highlights inconsistent error formats. Standardised error responses improve debugging and client integration.
Testing Should Be Integrated from the Start
Both frontend and backend audits note missing unit tests. Future development must include automated tests for maintainability.
Vendor Delays Require Real-Time Tracking
Vendor module required delay reasons and ETA updates. Time sensitive processes must include structured accountability.
Clear Role Separation Improves UX
Five actor system works because responsibilities are cleanly separated. Multi actor platforms must enforce strict permission models.
Data Completeness Is Key for Fleet Analytics
Fleet mix, service trends, and cost graphs depend on accurate inputs. Enforcing mandatory fields significantly improves analytics accuracy.
Conclusion
The Swiiftly platform demonstrates how cloud-native architecture and role-based design can transform operational efficiency in fleet management. By partnering with Valere to replace manual, Excel-based workflows with a unified digital ecosystem, Swiiftly gained the ability to scale operations, improve stakeholder coordination, and establish a foundation for continued growth across regions and fleet sizes.
