Case Study: HRMS Implementation for Scent Marketing

About Scent Marketing

Managing HR across multiple companies can be challenging—especially when employee records, approvals, and documents are scattered across emails, spreadsheets, and folders. Scent Marketing, a UAE-based multi-company business group, faced exactly this challenge. They needed a central HR system that not only supported their compliance needs but also worked seamlessly across teams and branches.

With 88% of the UAE population being expatriates, the company was tasked with managing complex HR requirements, including leave requests, air ticket eligibility, and document renewals such as passports, visas, and work permits.

Their previous reliance on manual processes resulted in inefficiencies, compliance risks, and administrative bottlenecks. To address this, Girman Tech implemented a tailored HRMS solution using ERPNext, streamlining their HR operations, centralizing workflows, and enhancing compliance management.

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Industry: B2B

Apps Implemented: Frappe HRMS

Modules Implemented: HRMS, Asset Management

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Challenges

The company faced several HR challenges unique to UAE regulations:

1. Manual Employee Data Management

   • Employee records, including passports, visas, and work permits, were tracked manually, increasing the risk of errors and missed renewals.

   • Lack of centralized storage led to scattered document management.

2. Disjointed Leave and Air Ticket Processes

   • Employees were unaware of their air ticket eligibility (yearly, biennially, or not applicable), leading to confusion and delays.

   • Leave approvals were time-consuming and lacked visibility.

3. Compliance Risks

   • Key document expirations, such as visas and work permits, posed risks of fines and disruptions.

   • Tracking trade licenses and other company-level documents was challenging.

4. High Administrative Workload

   • HR teams were burdened with manual tasks, such as generating salary slips and employment certificates.

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Benefits

Girman Tech implemented a customized ERPNext HRMS solution that delivered the following improvements:

1. Centralized Employee and Document Management

• All employee records, including Emirates ID, visa, passport, and insurance details, were stored in one secure system.

• Automated email reminders to HR and management for document expirations ensured timely renewals.

2. Streamlined Leave and Air Ticket Management

• Employees could apply for leave and track their air ticket eligibility directly through the system.

• Managers had real-time visibility into team schedules, simplifying the approval process.

3. Automated Compliance Tracking

• Expiry alerts for visas, passports, and work permits eliminated risks of lapses and penalties.

• Trade licenses and other critical documents were tracked with automated reminders.

4. Simplified Salary Slip and Certificate Requests

• Employees could request salary slips and employment certificates through a user-friendly portal, with HR fulfilling requests quickly and securely.

5. Mobile-Friendly Access

• Employees and managers accessed the HRMS system seamlessly from any device, ensuring ease of use and accessibility.

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Impact

• Enhanced Compliance: Automated document tracking reduced risks of fines and operational disruptions.

• Improved Efficiency: HR teams saved hours weekly by automating routine tasks.

• Better Employee Experience: Transparent processes for leave, air tickets, and document requests improved satisfaction and trust.

• Streamlined Growth: Centralized workflows enabled HR to focus on strategic planning and expansion.

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Summary

Girman Tech’s ERPNext-powered HRMS solution streamlined Scent Marketing’s operations, replacing inefficiencies with automation and transparency. By centralizing workflows and reducing manual tasks, the company now focuses on growth and employee satisfaction, proving that the right technology drives meaningful impact.