Overview
Art of Living manages high-volume onboarding programs (Short-Term Seva, Long-Term Seva, Internships). Volunteers and residents work across medical, housing, security, and finance departments, which required a centralized system for lifecycle governance.
The Challenge
Without a centralized HRMS, onboarding and resident management was inefficient:
- Limited Department Visibility: Housing, medical, and security departments couldn't track applicant status in real time.
- Compliance Gaps: HR struggled to manage background documentation, medical records, and verification trails.
- Manual Exit Procedures: Offboarding, department transfers, and asset clearance checks were handled via paper forms.
The Solution
Synexc designed and built a centralized HRMS using Zoho Creator and Deluge scripting:
1. Dynamic Multi-Category Intake
Developed online application forms with category selection logic, routing STS, LTS, and Internship applicants down separate workflow paths.
2. HR Screening Dashboard
Built a centralized dashboard with integrated call logs. HR reps record interaction comments and transition applicant stages (Applied, Called, Profile Creation, Consent) in a structured history log.
3. Self-Service Portal
Approved applicants receive login credentials to a portal where they can check their application status, upload security documents, and sign forms.
4. Staged Medical and Background Forms
Structured progressive data collection (Form A and Form B) for background checks. HR and medical approval checkpoints must be checked before profile progression.
5. Medical Clearance Module
Created a secure clinical review portal where doctors record evaluations and grant clearance directly in the HRMS, blocking onboarding if missing.
6. Housing and ID Tag Management
Designed a housing allocation module for real-time room assignments. Created a tag printing module supporting temporary, paper, and plastic ID card generation with bulk print integration.
7. Financial Approvals
For LTS participants, salary details, bank accounts, and documents flow through HOD → Admin → CAO → Finance approval chains before payroll sync.
8. Exit & Clearance Workflows
Automated the clearance workflow across finance, housing, security, and IT, auto-generating experience certificates and No Objection Certificates (NOC) on clearance completion.
Results & Impact
- 62% reduction in onboarding processing duration.
- 48% decrease in inter-department approval delays.
- 100% centralized personnel and housing database visibility.
- 87% improvement in audit compliance and tracking records.