CLIENT DELIVERY · PROJECT OPERATIONS

Project Management & Work Collaboration Platform — Tasks, Documents, Teams & AI

A custom project-management platform connecting workgroups, tasks, documents, discussions, agendas and administration in one controlled workspace—with an architecture ready for AI-assisted project delivery.

Originally built as a focused workgroup management system; it can evolve into a complete project operations, proposal and AI-assisted delivery platform. PHP MVC + MySQL.

PHP MVCMySQLWorkgroupsRBACDocumentsAgenda
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Industry
Internal ops · agencies · distributed teams
Type
Workgroup project management web app
Roles
Admin · Manager/CEO/Employee workgroups · Board member
Stack
PHP MVC · MySQL · Bootstrap Charisma · session auth
Proof
9 screens · 2:55 product demo
PROJECT OPS · COLLABORATION · AI PATH

Workgroups → boards → documents → agenda → RBAC → AI project ops.

Who this is for. Agencies, consultancies, MSPs, engineering teams and internal ops that need a controlled workspace—not another email thread.

What you get. Evidence of a shipped PHP MVC desk: general/internal planes, hierarchical documents, agenda, workgroups/roles and a 2:55 demo. Workgroup collaboration is the proof; AI-assisted project operations (RFP→proposal→delivery) is the commercial story.

Searches this page answers: project management software development · custom project management · work collaboration · AI project assistant · AI RFP / proposal · project knowledge RAG · legacy PM modernization

Who this platform is for

Software agencies & consultancies

Scoped internal boards and document trees without buying a full enterprise suite.

MSPs & system integrators

Workgroup isolation for delivery teams; path to client portal later.

Internal enterprise teams

General vs internal visibility with role-gated subjects and files.

Teams adding AI project ops

Document tree + discussions become a RAG-ready knowledge layer.

The collaboration problem

Teams outgrew email threads and shared drives—they needed workgroup-scoped boards, document trees and agenda rows without buying a full enterprise PM suite. The bigger opportunity is not “another board product,” but a project operations platform that can later connect RFP → proposal → plan → delivery → knowledge.

Constraints

Delivery stayed inside the client’s stack (custom PHP MVC + MySQL + Bootstrap Charisma). AI RFP/proposal, task generation, health scoring and SaaS tenancy below are labeled future extensions, not shipped features of this build. Not a VoIP/PBX product—voice stacks live on other case studies.

Collaboration kernel

WORKSPACE
   ├── People — roles, teams, workgroups
   ├── Knowledge — documents, discussions, files
   └── Work — boards, agenda (tasks/milestones as evolution)
            │
            ▼
           AI (future)

Shipped today: workgroups, general/internal boards, threaded discussions, hierarchical documents, agenda, users, roles, admin and scoped authorization.

What was delivered

PM Tool desk on PHP MVC + MySQL: dashboard widgets, message boards, documents, agenda and admin modules—English/Dutch Charisma UI, same custom MVC pattern as the membership loyalty platform sibling. Demo on this site.

Workgroups, RBAC & visibility planes

General vs internal planes keyed by workgroup. Internal widgets label the user’s group (e.g. Communicatie); content outside that group is hidden on the member portal. Roles control who can add subjects vs reply. Admin (/pm/admin/) adds Settings for workgroups/users and cross-team selectors.

Member dashboard with general and internal message board widgets, document trees and agenda panel

Home desk: General and Internal boards side by side, matching document trees and an agenda strip.

Admin dashboard with workgroup filter dropdowns on internal boards and documents
Admin users grid with workgroup, role, email and view edit delete actions

Users join workgroups through JoinUserWorkgroup with RoleID for read/write rules.

Message boards — subjects & threads

Each board is a subject list with nested messages. URL parameter type=gen vs type=int switches the plane; WorkgroupID on subjects ties internal threads to Employee, Manager, CEO or Communicatie groups.

General message board with subjects, message counts and add subject actions

Documents & project knowledge tree

Documents use a parent/child tree (folders and files) with upload, edit and delete gated by role. General documents are org-wide; internal documents filter by the signed-in user’s workgroup—the same pattern that required a SQL guard when empty workgroup IDs were treated as zero.

General documents tree with nested folders and downloadable files
Project / workspace docs (evolution)
 ├── Requirements · Architecture · Delivery
 ├── Meetings · Decisions
 └── Releases — RAG-ready knowledge layer

Agenda & meetings

Agenda entries carry topic, description and date—surfaced on the dashboard and editable from the agenda module. Admin sees all workgroups; members see scoped lists. Future: meeting transcript → decisions → action items → tasks.

Agenda list with dated topics and view actions

Working-system video

The recording walks the same desk as these screenshots—boards, documents and admin. UnifiedPBX.in is not a public PM tenant login.

Watch on YouTube → · Duration 2:55 · Dedicated watch page →

Original architecture

Member portal ──┐
                ├── PHP MVC controllers → MySQL
Admin desk ─────┘
Workgroup / RBAC on every document & thread read

AI-assisted project lifecycle — future architecture

Not claimed as shipped. Position: AI-assisted project operations—not a generic “AI chatbot on a board.” AI analyzes, drafts, recommends and flags; humans approve scope, commercial commitments and final decisions.

Opportunity → RFP / requirements → AI analysis → Proposal
  → Project plan → Tasks / milestones → Execution
  → Progress / risks → Reports → Closure / knowledge

AI RFP → proposal workspace — future

Ingest RFP (PDF/DOCX/XLSX) → extract requirements, mandatory clauses, deliverables, criteria, deadlines, risks → retrieve company knowledge (case studies, services, stack) → draft proposal sections → SME/commercial/technical review → approval.

RFP → Extraction → Analysis → RAG (case studies / services)
  → AI draft → Human reviews → Final proposal → (Won) → Project

Compliance scoring sketch: requirement ↔ response ↔ evidence ↔ status (covered / needs validation / unsupported)—more valuable than ungrounded AI writing. Pricing: scope → effort model → rate card → margin → commercial approval—not blind LLM amounts.

AI project copilot — future

  • Brief generator: rough ask → objectives, roles, NFRs, MVP/phase-2, risks, questions
  • Planning: requirements → WBS → epics/features/tasks → dependencies → milestones (PM approves)
  • Meeting → tasks: transcript → decisions → owners → due dates
  • Ask your project (RAG): why was X decided? what’s still pending?
  • Status/risk: overdue, blocked, milestone %, dependency risk—explain why health is at risk
  • Reports: weekly client/executive summaries from real project data

Links AI Automation, AI & Data / RAG and AI Voice (meeting capture).

Integrations — future

Dev (GitHub/GitLab/Jira), communication (Slack/Teams/email), documents (Drive/SharePoint), CRM (HubSpot/Salesforce/Zoho/custom), automation (n8n/Make/webhooks). Quote-to-project: CRM opportunity → RFP → proposal → won → project → delivery.

Client portal — future

Internal workspace vs client portal: milestones, deliverables, approvals, documents, change requests—useful for agencies and professional services.

Multi-tenant SaaS evolution — future

SaaS Platform → Company A · B · C
  each: Projects · Teams · Docs (isolated)

Today’s workgroup isolation becomes org tenancy: admin, roles, storage quotas, feature flags, billing. See SaaS development.

Legacy modernization

Original: legacy PHP MVC—session auth and URL params for board type. Modernize without throwing away proven workgroup workflows: Laravel/NestJS APIs, PostgreSQL, Next.js, SSO/OIDC, MFA, audit logs, Redis/queues, optional AI/RAG, cloud or VPS.

Legacy PM → Audit → Security → API layer
  → Modern UI → Mobile → Cloud → AI / RAG

Modern architecture path

Web / Mobile → API Gateway → Domain services
  → PostgreSQL · Redis / Queue → AI / RAG · Integrations

My role

  • Full-stack delivery — data model, member vs admin surfaces, workgroup scope rules
  • Authorization — general/internal planes, document/thread guards, admin cross-team view
  • UX — Charisma dashboard widgets, boards, document tree, agenda
  • Evidence — demo capture of the running desk
Workgroup RBACMessage boardsDocument treeAgendaAdmin deskPHP MVCMySQLScoped visibility

Technology stack

PHP MVCMySQLBootstrap CharismaSession authWorkgroupsRBAC

Production considerations

  • Workgroup checks on every document and thread read
  • File download paths scoped to authenticated groups
  • Empty workgroup ID treated carefully (not as zero) for internal filters

Outcomes

  • One desk for general + internal boards, hierarchical documents, agenda and admin workgroup/user management
  • 2:55 product demo documents the running system
  • Clear modernization path to SaaS tenancy and AI-assisted project operations—without claiming AI already shipped
FAQ

Project management & AI collaboration questions

Workgroups, documents and AI project ops—telecom FAQ leftovers removed.

Custom PM software fits your workgroups, document trees, discussion planes and approval rules—instead of forcing every team into a generic SaaS board. This case study proves a PHP MVC workgroup desk with boards, documents, agenda and RBAC.

Yes. General vs internal visibility, workgroup IDs on subjects, hierarchical documents and role-gated actions are already in this build. Further task/milestone models can be layered without discarding those rules.

As a SaaS evolution: org-level tenancy on top of today’s workgroup isolation. Original delivery is a single-org workgroup desk—not a public multi-tenant SaaS login.

Yes. Users join workgroups via JoinUserWorkgroup with RoleID; internal boards/documents filter by signed-in workgroup; admin can cross-inspect teams.

Yes. Hierarchical parent/child trees (folders/files) with upload/edit/delete gated by role; general docs are org-wide, internal docs scoped by workgroup.

As a future extension: requirements → WBS → epics/features/tasks → milestones with human PM approval. Not claimed as shipped in the original delivery.

As a future capability: ingest PDF/DOCX, extract requirements, deliverables, criteria, deadlines and risks—then retrieve company knowledge for a grounded draft. Not claimed as shipped here.

As a future workspace: AI drafts sections from RAG’d case studies and services; humans do commercial/technical review. Pricing should follow effort models and rate cards—not blind LLM numbers. Not claimed as shipped.

As a future step after plan approval: map requirements to tasks/owners/due dates inside the project workspace. Original build focuses on boards, documents and agenda.

As a future copilot on real project data (overdue, blocked, milestone %): daily/weekly/client summaries with human review. Not claimed as shipped.

As a future RAG layer over the document tree, discussions and meeting notes—“Ask your project”—grounded in indexed content. Not claimed as shipped.

As a future integration plane: GitHub/GitLab issues↔tasks, CRM opportunity→project, Slack/Teams notifications, Drive/SharePoint docs. Not claimed as shipped in this PHP MVC build.

Yes. This page documents a working legacy PHP MVC pattern (session auth, URL board type). Modernization preserves workgroup rules while adding APIs, SSO/MFA, queues and optional AI/RAG.

Workgroup isolation is a foundation for org tenancy, plans and quotas. See SaaS development for productization hardening.

Team structure (workgroups/roles), whether you need boards vs full task/milestone PM, document/compliance needs and whether RFP→proposal AI is in scope. Screenshots beat a long RFP. Email hello@unifiedpbx.in.

Building a project or AI delivery platform?

Share workgroups/roles, document needs and whether RFP→proposal or AI reporting is in scope. First reply is architecture—not a per-screen quote.

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