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Case study

Optimus Education 
A suite of education platforms for accreditation, training, and school improvement 

Discover how Optimus Education partnered with us to support and maintain a suite of digital education platforms used by schools across the UK. With multiple live products already in place, the collaboration focused on keeping these systems stable, secure, and responsive while supporting their continued use for professional development, conferences, and accreditation programs. 

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Optimus Education  project mockup

Foreword

Optimus Education approached us to strengthen the technical support of their existing Drupal-based platforms. Rather than building new products from scratch, our partnership centered on maintaining and evolving a mature ecosystem already relied on by schools and education leaders. Our role was to integrate into established processes and ensure the platforms could continue operating reliably under real-world usage. 

Through ongoing part-time support, we helped Optimus Education sustain performance, address security and stability issues, and implement incremental improvements within a fixed monthly scope. This collaboration enables their digital products to remain dependable tools for educators, even as content volumes grow and operational requirements change. 

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  • Services provided

    Web development

  • Duration

    In progress

  • Industry

    Education

  • Country

    UK

Story

Optimus Education is a UK-based education company providing digital tools that support leadership, staff development, and educational standards in schools. Their product ecosystem includes several independent Drupal-based platforms, ranging from promotional websites to full-featured education and accreditation systems.

Working with a large network of education experts and consultants, these products help schools run professional development programs, take part in conferences, and improve their practices through accreditation and award frameworks. 

Our partner approached us searching for a Drupal and PHP specialist to support their existing products. All systems were already live and actively used, with established processes and infrastructure. The key expectation was reliable ongoing support. This included fast response to urgent issues, careful maintenance of existing functionality, and gradual development of new features, within a fixed monthly timeframe. 

Our role focused on technical support across five active products. We work in a strict, SLA-driven setup where predictability, clear estimates, and responsiveness are critical. The scope covers bug fixing, deployments, performance and security improvements, as well as targeted enhancements requested by the Optimus team.  

Today, we support Optimus Education by keeping their platforms stable, secure, and responsive to the needs of schools. Our work helps ensure that their digital products remain reliable tools for educators, even as content grows, usage patterns change, and operational requirements evolve. 

Requirements & Challenges

Requirements & Challenges

When Optimus Education approached us, all products were already live, actively used by schools, and supported by established internal processes. The goal was to keep them reliable, secure, and responsive as usage grew and content accumulated. 

The work requires careful task prioritization in a fixed monthly time allocation and a strict SLA framework. Fast reaction to urgent issues is critical, while longer-term improvements have to be implemented without disrupting day-to-day operations for schools and administrators. Key requirements and challenges include: 

  • Maintaining stability across multiple independent products: We support five separate Drupal instances, each with its own infrastructure, database, and functionality. While the products are semantically connected through cross-linking, they operate independently. This requires carefully coordinating updates, deployments, and fixes to ensure stability for each. 
  • Resolving performance and infrastructure issues without service disruption: One of the platforms experienced recurring timeouts and availability issues. Pages with large data volumes, like user profiles loading full course histories, caused memory overuse and 504 errors. Addressing this required detailed analysis. The challenge was stabilizing the system with targeted refactoring, data cleanup, and caching improvements while keeping it fully operational for users. 
  • Ensuring security and compliance within an evolving Drupal ecosystem: Security alerts surfaced due to outdated Drupal core and contributed modules. Updates involved more than a simple version upgrade. We had to review module dependencies and configuration adjustments and align them to avoid breaking existing functionality. A cautious, step-by-step approach was required here to close security gaps and restore compliance. 
  • Delivering comprehensive support under a strict SLA and fixed-time budget: Our partner places a strong emphasis on predictability, clear estimates, and fast response to urgent requests. With a fixed monthly allocation, every task has to be assessed for urgency and impact. This means finding the most efficient solutions, proposing realistic implementation options and maintaining transparent communication.

"We have been working with Aimprosoft for six months and have been consistently impressed with their communication and support. They made the onboarding of our websites smooth and straightforward and have collaborated closely with us to establish processes that truly fit our business needs. Their developers deliver a quick turnaround on tasks and have taken the time to understand our websites and systems in depth, not only resolving issues efficiently but also proactively offering valuable recommendations."

Keran Dosanjh

Digital Projects Manager, Optimus Education

Features

Features

featured images Optimus 1

AwardPlace 

AwardPlace is a public-facing platform showcasing Optimus Education’s accreditation and award frameworks for schools. It explains the purpose of each award, assessment criteria, and expected outcomes, helping educators understand how different programs support wellbeing, inclusion, and professional development. We maintain site stability, content delivery, and reliable access to accreditation information. 

featured images Optimus 2

School Training learning platform

The School Training platform delivers online CPD (Continuing Professional Development) courses for educators and school leadership. Users can access assigned courses, track progress, and complete programs, while the site admins manage course creation, cohorts, and assignments. This platform also provides reporting and analytics for both learners and admins. Our developer supports its day-to-day operation, fixes issues, and keeps learning and reporting features reliable as content grows. 

featured images Optimus 3

AwardPlace application 

The AwardPlace app is the core of the awards ecosystem. Here, school staff logs in to complete self-evaluations, build action plans, and progress through certification workflows. The platform supports multiple user roles and structured assessment logic. We maintain the system, address bugs, and ensure that evaluation and certification flows remain consistent and usable for Optimus Education admin and end-users, like school staff. 

featured images Optimus 4

Live School Impact Awards 

Live School Impact Awards is a lighter-weight accreditation platform for earning awards. Schools can select specific awards, review criteria, and move through the accreditation process with less overhead. Our role includes maintaining the platform, addressing functionality issue,s and keeping the accreditation journey accessible and stable. 

featured images Optimus 5

Optimus Conferences 

Optimus Conferences is a platform dedicated to live and online education events. It presents conference programs, speakers and themes, and supports ticket purchases for professional development events. Our work on this platform focuses on ongoing maintenance, deployments, and ensuring smooth user journeys for browsing events and completing registrations. 

Stack

  • — Platform
  • — Frontend
  • — Backend
  • — DevOps
  • — Additional tools
  • Drupal 10
  • HTML
  • JS
  • CSS
  • PHP 8.1
  • MySQL
  • Docker
  • CI/CD
  • Lando
  • pantheon.io
  • upsun

Project outcomes

Project outcomes

As the collaboration progressed, Optimus Education’s platforms continued to operate reliably as a growing, interconnected set of digital tools for schools. Our ongoing support helped stabilize and maintain these systems, allowing the organization to sustain daily operations and adapt to changing technical and operational needs. This work resulted in the following outcomes: 

  • Restored platform stability and performance:Targeted performance improvements eliminated recurring timeouts and page load failures, allowing platforms to run reliably under real user load. We reduced memory usage and database pressure, stabilizing access to data-heavy areas like user profiles and learning histories. These improvements restored consistent performance and kept platforms usable as content and activity grew. 
  • Improved security:  Security updates brought all active platforms back to a supported and compliant state. By aligning Drupal core and module versions, we closed known vulnerabilities and reduced operational risk. Careful rollouts ensured live systems remained stable. Our partner’s administrators and end users get secure environments for daily work. .
  • Reliable operation in a strict SLA model: Our developer provides consistent, SLA-driven support that keeps the platforms reliable for everyday operations. Maintenance, bug fixes, and small functional improvements are planned to strategically deliver the highest value possible while avoiding unnecessary technical overhead. This approach helps Optimus continue evolving their products without increasing operational risk or budget. 
  • Continuous technical guidance for product evolution: Beyond maintenance, our developer regularly provides practical implementation advice and infrastructure recommendations. This includes suggesting more efficient ways to improve content visibility, evaluating hosting options for new components, and identifying areas where small technical changes can reduce future load. 

Let’s talk

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    Contact us directly via

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    contacts@aimprosoft.com

    Visit our HQ in

    Cyprus, Nicosia, Griva Digeni, 81-83 Jacovides Tower, 1st floor

    Meet our representatives in

    The UK, Spain, Bulgaria, Poland, and over 15 other European countries