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Bayaan Academy ERPNext Implementation, HR Customization & Operations Management System — Case Study

Overview

Bayaan Academy

Bayaan Academy is an education and academy-based organization based in Baltimore, USA. The client required a centralized ERP system to manage internal operations such as HR, recruitment, payroll-related workflows, attendance, leave management, timesheets, helpdesk, projects, employee reporting, and staff permissions.
Client:

Bayaan Academy / Bayan Works

Location:

Baltimore, USA

Industry:

Education / Academy

Size:

Enterprise (500-1k Employees)

Duration:

April 16, 2024 – May 26, 2026

Type:

ERPNext Implementation, HR Customization & Operations Management System

Bayaan Academy ERPNext Implementation, HR Customization & Operations Management System — Case Study 3

01

The Challenge

Bayaan Academy needed a structured ERP system to manage HR, recruitment, attendance, timesheets, leave management, helpdesk tickets, staff workflows, and reporting.

Before the implementation, many issues and feature requests were being tracked through WhatsApp, Google Sheets, and manual coordination. This made it difficult to manage operational workflows, monitor staff activities, resolve issues systematically, and maintain clear reporting across departments.

Key challenges included:

  • No centralized ERP workflow for HR, recruitment, leave, attendance, and timesheets.
  • Manual issue tracking through WhatsApp and Google Sheets.
  • Need for Helpdesk ticketing in production.
  • Need for customized job applicant, appointment letter, and contract letter workflows.
  • Requirement for weekly timesheet reports and employee-based filters.
  • Need for user-permission-based reporting to control staff access.
  • Ongoing production issues requiring testing, debugging, and support.
Bayaan Academy ERPNext Implementation, HR Customization & Operations Management System — Case Study 4
Bayaan Academy ERPNext Implementation, HR Customization & Operations Management System — Case Study 5

Our Solution

StandardTouch implemented and customized ERPNext for Bayaan Academy with a strong focus on HR operations, reporting, permissions, and production support.

  • Set up ERPNext on Frappe Cloud with production, development, and older ERP instances.
  • Created a custom Frappe app locally and pushed it to GitHub for structured development.
  • Installed Helpdesk in production and tested it with three different staff members by raising tickets.
  • Customized HR workflows for job applicants, appointment letters, and contract letters.
  • Implemented leave management and improved timesheet functionality.
  • Added automation to delete timesheets when a teacher cancelled a timesheet.
  • Developed custom reports for attendance, extra work, and weekly timesheets.
  • Added employee filters, verify buttons, and user-permission-based access in reports.
  • Managed ongoing bugs, testing, production deployment, and feature improvements.
  • Used Trello, Google Sheets, Google Drive, WhatsApp, and meetings for coordination and issue tracking.

02

Tech Stack

ERPNext
Frappe Framework
Frappe Cloud
Custom Frappe App
Python
JavaScript
GitHub
Trello
Google Sheets

Services

ERPNext implementation
custom app development
Frappe Cloud setup
Helpdesk production installation
HR workflow configuration
job applicant workflow customization
appointment letter customization
contract letter customization
leave management implementation
timesheet customization
attendance report developmen
weekly timesheet report development
employee filter implementation
user-permission-based report setup
verify button implementation in custom reports
ongoing support
Bayaan Academy ERPNext Implementation, HR Customization & Operations Management System — Case Study 1

Live Preview

The Impact

Quantifiable Results

Helpdesk

Not available in production → Successfully installed and tested with 3 staff members

Issue Tracking

WhatsApp/manual coordination → Structured tracking through Trello, Google Sheets, and production support workflows

HR Workflows

Manual/custom requirement stage → Job applicant, appointment letter, and contract letter workflows customized

Timesheets

Standard/manual handling → Improved timesheet workflows with cancellation-related automation

Reporting

Limited visibility → Attendance, extra work, and weekly timesheet reports developed

Access Control

General visibility concerns → User-permission-based reporting implemented

Production Support

Initial implementation → Continued issue fixing and feature improvements until May 2026

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