Building an Automated & Data-Controlled Directory Platform

The Challenge

Gotary needed their Brilliant Directories platform to work as a very smart, automated, and carefully controlled system, going much further than standard directory functions. Their main challenges included setting up real-time, two-way data sync between Brilliant Directories and their main data tool, Airtable. This was to make sure data was always the same and help make processes smoother. They needed to add complex, dynamic rules for different membership levels. This included strictly limiting the categories and service areas members could choose. Easy, automated connection with external marketing and onboarding platforms like Kajabi and Zapier was also very important. Finally, they needed big changes to the frontend and backend of profiles and search to fit their unique way of working exactly. This was also to make sure the data quality was high all over the platform.

The Solution

We built and set up several custom solutions. These closely connected Brilliant Directories with Gotary's essential tools and we built advanced internal rules:

1. Robust Bidirectional Airtable Synchronization

   We created a complete integration using multiple PHP scripts and cron jobs for easy, two-way sync of member data between Brilliant Directories and Airtable. This makes sure data is always updated and the same on both platforms. It makes Airtable a good central place for Gotary's operational data.

2. Automated External System Integration

   We created a special, custom API endpoint inside Brilliant Directories made to get data and triggers from Kajabi and Zapier. This lets members be created, updated, and have their status changed automatically in BD. This happens directly from processes started in these external platforms, automating the onboarding and member management process a lot.

3. Advanced Membership Logic & Enforcement

   We added advanced rules for membership upgrades and downgrades. This system dynamically applies and strictly limits the number of categories and service areas a member can choose. This is based exactly on their active plan. We also created unique URLs for each user to update their membership for easier management.

4. Tailored Profile & Search Presentation

   We did extensive customization of member profile pages and how search results look. This included detailed control over showing sensitive data like addresses, adding dynamic custom badges, creating secure one-click "Copy Email" buttons for public contact info, and changing headers and service area sections. Search results were improved with features like lazy image loading, smarter logic for location/specialty, and the ability to filter results based on how members answered custom profile questions.

5. Refactored Search Engine Core

   We did an advanced refactoring of Brilliant Directories' internal Query Builder. This important backend work allowed the search engine to easily handle complex combinations of search criteria, including radius searches, keywords, categories, membership status, and the new custom filters based on profiles. This makes sure users find very relevant results quickly and accurately.

6. Platform Utilities & Data Quality Scripts

   We created different custom scripts that are essential for platform maintenance and making sure data is correct. These included scripts for automated image conversion, data cleaning processes, dynamically calculating and showing "Profile Completion Status" (synced to Airtable), and adding rules to stop manual editing of important fields like email addresses through the frontend.

Technical Implementation Notes

This project involved deep backend development with PHP for custom logic, integrations, and making plugins, plus complex work with the MySQL database. Main technical challenges included building strong API integrations (Airtable, custom REST API endpoint), refactoring the main Brilliant Directories Query Builder, adding advanced conditional logic for membership rules and showing data, and creating reliable cron jobs for scheduled data sync. Front-end improvements used JavaScript (jQuery, AJAX) and custom CSS.