HRMS Implementation for a Leading Ice Cream Manufacturer
HRMS Implementation for a Leading Ice Cream Manufacturer in Gujarat
Automating attendance, shifts, and payroll across a large, multi-location workforce
Client
A leading ice cream brand (name intentionally not disclosed)
Region
Gujarat, India
Industry
Food Manufacturing
Team Size
Large workforce working across plants and offices, multiple shifts
Scale
Multiple production units and retail supply operations
Why They Came to Us
They were looking for a team that actually understood how HR works on the ground. Specifically, they needed people who knew:
Frappe HRMS inside out
How multi-location shift setups actually behave ?
Biometric-based attendance in active plants.
Real-world HR rules, not simplified versions.
Automation-first HR design.
Earlier HRMS attempts failed because vendors tried to force standard workflows. What they wanted was a system that followed their policies, not one they had to bend their policies around.
THINGS WE TAKE CARE OF
The Problem
HR operations were spread across locations, and nothing was truly connected. They were dealing with:
- Attendance being tracked separately at each site
- Biometric logs pulled manually every month
- Payroll errors caused by mismatched data
- No single view for the HR leadership team
- Shift patterns that changed by department but did not fit the system
- Leave rules that differed from one location to another
- Payroll cycles that took far too long every month
Most of the work was being done through spreadsheets and older tools that did not scale well. As the workforce grew, the gaps became harder to manage. They needed one HRMS that could bring everything together and remove the constant corrections.
THE AAVATTO WAY
What We Implemented
We set up Frappe HRMS to match how the company actually works. Everything follows their day-to-day HR routines, with no generic assumptions or extra features that aren’t used.
Attendance & Shift Automation
We connected biometric attendance marking systems and ensured exit, arrival, overtime, shifts, leaves and exceptions are streamlined needing no human intervention.
Key capabilities
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Leave & Holiday Policies
We added different locations and location-specific rules into the system, along with accrual rules, loss-of-pay situations, and comp-off requests. It now reflects what actually happens at each site without anyone having to manually adjust things.
Key capabilities
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Payroll Automation
Payroll configuration for: We built salary structures, allowances, deductions, and PF/ESI into the system. Overtime calculations feed directly into payroll. Payslips are generated automatically. Multiple payroll cycles are handled, and approval workflows make sure payroll is double-checked before release.
Key capabilities
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Employee Self-Service
Employee access for: Employees can apply for leave, fix attendance errors, download payslips, update personal information, and see their shifts in one place. This reduced calls, emails, and WhatsApp messages to HR and cut down a lot of repetitive work.
Key capabilities
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Role & Permission Management
We streamlined permissions and accessibility through a robust role-based access control system where HR, plant managers, department heads, and payroll teams, all can seamlessly access data they need.
Key capabilities
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Key Customizations
Their HR rules were a bit messy and didn’t fit standard systems, so we had to handle things the way they actually worked day to day.
- Attendance for multiple shifts is calculated automatically. Each plant has slightly different start and end times, so the system adjusts for that.
- Overtime gets approved only if it follows the rules; otherwise it doesn’t get added. No HR chasing it manually.
- Leave deductions happen automatically if someone breaks a policy, we built it so HR doesn’t have to intervene.
- We also ensures that the department-wise special exceptions are properly accommodated as per the HR policy of the company.
- When it comes to manufacturing units where clock-in or clock-out regulations vary, the new system seamlessly accommodated such rules.
- In the new system the approval steps follow proper hierarchy and protocols as per HR policy of the company.
The Impact
Manual HR work dropped by around 70 percent because attendance flowed straight into payroll.
Payroll errors almost disappeared; the system replaced inconsistent spreadsheets.
HR leadership could see attendance, leave, and payroll across all locations in real time.
Payroll that used to take days now takes just a few hours.
Shift patterns of all kinds are handled automatically, so no one has to calculate them manually.
Now all staff are using the features through a self-service platform that reduces frantic communication over mails, calls, and WhatsApp messages.
Let Us Implement an HRMSIdeal for Your Workforce Operations
Technologies Used
They were looking for a team that actually understood how HR works on the ground. Specifically, they needed people who knew:
Frappe HRMS
Custom server-side logic
Role-based permission structure
Biometric log integrations
Custom approval workflows
Background job automations
Wherever there are repeated steps — automation delivers ROI.
Let’s build the system your business deserves
Your business needs more than generic tools. Let’s build apps, and ERP systems that actually match how you operate.
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