Architecture

This page is for technical evaluators who want to understand what the platform is built on and how it handles data, security, and scale.

Tech Stack

Real-Time Architecture

Seedly CRM is real-time by default. Every data query in the application is a live subscription - when data changes on the backend, every connected client viewing that data receives the update automatically.

This is not achieved through WebSockets, polling, or manual cache invalidation. Convex provides automatic reactivity at the database layer. When a mutation writes to the database, any query that reads the affected data re-executes and pushes the new result to all subscribed clients.

In practical terms:

• When a contact replies to an SMS, the conversation updates instantly for every team member viewing it
• When someone moves an opportunity to a new pipeline stage, the kanban board updates live for all viewers
• When a workflow execution completes, the execution log reflects the result immediately
• When a team member edits a contact, the changes appear everywhere that contact is displayed

There is no "refresh" button and no stale data.

Multi-Tenancy Model

The platform uses a three-tier hierarchy:

Agency
  |
  +-- Brand A
  |     +-- Sub-Account 1 (Client)
  |     +-- Sub-Account 2 (Client)
  |
  +-- Brand B
        +-- Sub-Account 3 (Client)
        +-- Sub-Account 4 (Client)

Agency

The top-level entity. One agency owns the entire installation. The agency sets master credentials, defines plans, manages brands, and has visibility across all data.

Brand

An organizational grouping within the agency. Brands can have their own branding, billing schedules, integration credential overrides, and design tokens. A brand admin manages the sub-accounts within their brand.

Sub-Account

The working unit. Each sub-account represents one client and contains its own contacts, conversations, pipelines, workflows, invoices, and all other data. Sub-accounts are strictly isolated - data from one sub-account is never accessible from another.

Data Isolation

Sub-accounts are strictly isolated at the data layer. Every backend operation resolves the authenticated user's sub-account context and enforces isolation automatically. There is no way for a query to return data from a sub-account the user does not belong to.

Credential Cascade

Integration credentials (API keys, OAuth tokens, provider settings) resolve in order: sub-account first, then brand, then agency, then platform defaults. This means you can set credentials once at the agency level and override them selectively where needed.

Security

Authentication

• Clerk handles all authentication with OAuth2 and JWT tokens
• Session management with token refresh and revocation
• 2FA enforcement can be enabled as a site-wide policy
• User sync between Clerk and the application database via webhooks

Authorization

• Custom role-based access control (RBAC) with four system roles and support for custom roles
• Permission matrix: 30 modules, 4 actions each (view, create, update, delete), with scope control (own, team, all)
• Backend enforcement on every mutation - all write operations are permission-checked before execution
• Frontend enforcement for UI element visibility - users only see what they can act on
• Privilege escalation prevention - users cannot create or assign roles at or above their own rank
• Feature gating by plan - modules can be enabled or disabled per subscription tier
• Usage limit enforcement - resources are metered per plan

Data Security

• AES-256-GCM encryption for OAuth tokens and sensitive credentials stored in the database
• Runtime schema validation on every backend operation
• HTML sanitization on all user-generated content to prevent XSS

Webhook Security

• Cryptographic signature verification on all inbound webhooks from third-party providers
• Signed payloads for outbound custom webhooks

Audit Logging

• Every mutation is logged in the audit trail
• Audit entries include: action type, entity type, entity ID, user who performed the action, timestamp, and a diff of changes
• Filterable audit log UI: search by action, entity type, user, and date range
• Export capability for compliance

Rate Limiting

• Sliding-window rate limiting per IP and per endpoint
• Configurable daily send limits for email and SMS per sub-account
• Workflow execution limits to prevent runaway automations

Scalability

Seedly CRM is built on Convex, a serverless platform that handles scaling automatically. There are no servers to provision, no database connections to pool, and no infrastructure to tune.

• Compute scales automatically based on load - backend functions execute on demand
• Database scales with usage - no connection limits, no manual sharding
• File storage is built into the platform with no separate object storage to manage
• Scheduled functions (cron jobs) run reliably without a separate job queue
• Real-time subscriptions scale with the number of connected clients without additional WebSocket infrastructure

The frontend is hosted on Vercel with automatic edge distribution and scaling.

Hosting and Deployment

Both Vercel and Convex handle SSL certificates, CDN distribution, and uptime monitoring automatically.

Background Processing

The platform runs scheduled background jobs for ongoing maintenance and automation, including:

• Workflow trigger evaluation and appointment reminders
• Campaign step processing and task reminders
• Conversation snooze reopening and SLA monitoring
• Review sync and review request reminders
• Notification digest batching
• Gmail and calendar watch renewal
• Email domain warmup and DNS verification
• Recurring invoice generation
• Overdue checks for tasks, invoices, and deals
• Data cleanup and engagement score maintenance

All scheduled jobs run on Convex's built-in cron system with no external job queue required.

Data Retention

The platform enforces automatic data retention policies to keep storage clean and support compliance:

Active data (contacts, conversations, opportunities, invoices, documents) is kept indefinitely. Per-contact data erasure is available on demand for compliance with data protection requests.