Overcoming Technical Complexity: A Strategic Overhaul of a Promo Code System

From Chaos to Clarity: Transforming Promo Code Management

Imagine a business drowning in technical debt, where every promotional campaign feels like navigating a minefield. That was our client’s reality before Setronica stepped in.

Our team saw beyond the surface-level chaos. We didn’t just see code and systems; we saw the people struggling with a broken tool that was supposed to help them grow their business.

Daily, the team battled editing errors, version conflicts, and performance nightmares. The promo code system wasn’t just slow – it was holding the entire business back.

We didn’t apply band-aid solutions. Instead, we dug deep, understanding how data moved through the system. Our goal was to create a solution that would empower the team, not just fix temporary problems.

Problem 1: Fragmented and inconsistent promo API

The promo management system had become a tangled web of conflicting API versions. With no clear ownership, different teams were using multiple API methods independently, creating a technical environment that was increasingly difficult to navigate and maintain.

Challenges

Multiple API methods (versions 3 through 7) used simultaneously
No single source of truth for promo management
Inconsistent approaches across different departments
Difficulty in maintaining and scaling the existing infrastructure
Lack of clear ownership and standardization

Solution: Unified and flexible API design

We didn’t just create another version – we reimagined the entire API approach. By developing API version 8, we conducted a comprehensive analysis of how different departments used promos, mapping out specific methods and data sets needed by each team.

Then, we designed a single, flexible interface that could work across all services, ensuring it could be easily transplanted between systems without changing existing signatures.

Problem 2: Inefficient promo-merchant relationship

Our team uncovered a critical design flaw that was strangling the performance of the promotional system. The existing architecture created an unmanageable connection between promos and merchant lists.

Challenges

Each promo could link to up to 5000 merchants
Every request pulled entire merchant lists from the database
Massive data overhead for simple operations
Unnecessary data transfer between services
Artificial limitations preventing business flexibility

Our solution: decoupling and flexibility

We reimagined the promo-merchant relationship by breaking the tight coupling between promos and merchant lists. Our approach created a more modular API architecture that separated promo and merchant data management, removing arbitrary technical constraints.

We eliminated the 5000 merchant limit, removed error-prone manual scripts, and significantly improved system performance and data integrity. Instead of forcing teams to manually split promos and manipulate merchant lists, we created a flexible system that could handle large-scale promotional strategies.

Problem 3: Broken admin panel

The system was crippled by critical limitations that prevented effective data manipulation and team collaboration. The admin panel became a bottleneck, unable to handle the complexity of merchant list management.

Challenges

Admin panel would crash when handling promos with thousands of merchants
Inability to edit large merchant lists through the standard interface
Destructive concurrent editing that constantly overwrote user changes
Limited scalability of existing management tools
Significant friction in team workflow and data management

Solution: Flexible management and collaborative editing

We implemented bulk operations through Excel and restricted the admin panel to manageable list sizes. This created a more flexible editing environment.

Our delta-based editing system allowed multiple users to work simultaneously on the same promo, minimizing data conflicts and preserving each team member’s contributions.

Problem 4: Unnecessary and problematic promo versioning

We also found an inefficient and error-prone versioning mechanism that created more problems than it solved. Every minor change triggered the creation of a completely new promo version, leading to a complex and unmanageable data situation.

Challenges

Automatic version creation for even the smallest parameter changes
Massive data duplication with each version
Copying entire merchant lists (thousands of entries) for each version
Frequent incidents of old versions remaining active
Significant data corruption risks
Unnecessary computational and storage overhead

Solution: Simplifying promo management

We rethought the versioning approach, recognizing that the existing system was more of a concern than a help. Instead of creating full copies with each change, we implemented a lightweight change logging mechanism that captured the history of modifications without duplicating entire promotional datasets.

By developing the 8th version of the API with a clean, streamlined approach, we created a path to eliminate unnecessary versioning entirely, focusing on what truly mattered: accurate, efficient promotional management.

Problem 5: Inflexible and complex promo type management

Another critical design flaw created an overly complex approach to managing different types of promotions. The backend treated all promos as a single entity, forcing teams to navigate a maze of inconsistent parameters and validation rules.

Challenges

Multiple promo types with vastly different discount calculation schemes
Single backend entity with numerous unused parameters
Complicated filtering mechanisms requiring specialized GET methods
Extensive and inconsistent validation rules
Arbitrary restrictions on editing different promo types
Forced workarounds like manual force-update methods
Significant time spent on validation implementation and testing
High risk of data corruption

Solution: Architectural reimagination

We recognized that incremental fixes wouldn’t solve the fundamental problem. Our approach was to completely rethink the promotional system’s architecture, starting with removing existing technical constraints.

By planning to move promos out of the current catalog and fundamentally redesigning the domain model, we aimed to create a more flexible system. It could adapt to diverse promotional needs without becoming a tangled web of complex rules and workarounds.

Problem 6: Stalled innovation in promotional pricing

Our client’s business team envisioned a more dynamic approach to promotional pricing, but the existing system’s technical limitations created a barrier to innovation. The dream of a flexible, easily manageable tariff system was trapped beneath layers of technical debt.

Challenges

Existing system too fragile to support new features
Developers unable to implement even simple improvements
Code had reached its maximum potential for modification
Risk of system-wide breakdown with any new changes

Solution: Recognizing technical limitations

The team made a critical strategic decision to pause further development and focus on fundamental system restructuring. Instead of attempting to patch an already overextended system, they acknowledged the need for a complete architectural overhaul.

This meant prioritizing core system stability and design before implementing any new features. By stepping back and recognizing the system’s limitations, they laid the groundwork for a future where innovative pricing strategies could actually be implemented.

Conclusion

This case revealed a critical truth: complex technical debt can paralyze business innovation. By systematically addressing deep-rooted system challenges, we demonstrated that true digital transformation requires honest assessment, strategic thinking, and a commitment to creating flexible, scalable solutions.

If your company faces a similar challenge, contact Setronica today, and we’ll discuss possible solutions!

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