Tailored HR Rules for Every Company
We turned a standardized SaaS HR platform into a modular, rules-driven system so diverse UK companies could tailor policies, permissions, and integrations to their own needs.
One HR platform, built to bend around every company’s rules
Our client, a leading UK-based company, needed a robust HR platform that could manage employee administration — leaves, expenses, training, and development — for a diverse client base, each with its own policies and regulations.
Rather than forcing every company onto one rigid structure, Wafi Solutions built a versatile, customizable HR platform that streamlined administrative processes while embracing each organization’s unique policies.
Adoption increased across diverse UK companies, with significant efficiency gains and less admin overhead.
What was breaking before this build
Business challenges
- Diverse Company PoliciesAccommodating differing company policies, workflows, and regulations within one standardized SaaS platform required a dynamic approach.
- Complex HR DomainHR departments, workflows, and processes varied by company, requiring dynamic rules rather than a fixed structure.
- One-Size UI/UXOffering a single public-facing design while serving companies with very different needs was a major design challenge.
Technical challenges
- Custom Feature RequestsEarly client feedback demanded custom features per company, at times requiring the software to be rebuilt.
- Rapid Onboarding Data GrowthFast-growing adoption and frequent onboarding of new companies made data management increasingly difficult.
- Data Isolation in Shared DatabaseEnsuring that data from different companies didn't mix while using a shared database.
How we solved it
Modular Design
Built modular HR components (attendance, leave, training & development, expense, accounts, payroll) so small companies could adopt simple modules and larger companies sophisticated ones, with modular pricing to match.
Custom Rules Settings
Added a custom rules module for each HR area, letting admins define policies at company, department, and user level.
Roles and Permissions Hierarchy
Built a granular roles and permissions system controlling access at role and user level.
Third-Party Integrations
Integrated Xero and Google Calendar for a unified user experience.
Hybrid Data Management
Made the system cloud-based and hybrid, letting companies store data in shared or separate databases.
Advanced Feature Set
Added map-based expense calculation, In/Out/Break attendance tracking, file/directory sharing, and user-wise training & development tracking.
What the team uses every day
Custom Rules Engine
Company-, department-, and user-level policy rules across every HR module.
Roles & Permissions
Granular role- and user-level access control across the platform.
Xero & Google Calendar Integration
Native integration with Xero and Google Calendar for a unified workflow.
Map-Based Expense Calculation
Travel expense calculation using map navigation.
In/Out/Break Attendance Tracking
Accurate time tracking with in, out, and break calculations.
File & Directory Sharing
Built-in file and directory sharing for collaboration.
Training & Development Tracking
User-wise tracking of training and development progress.
The guarantees this was built on
- Hybrid Multi-Tenant Data ModelCloud-based platform lets companies store data in a shared or separate database, balancing scalability with data isolation.
- Dynamic Rules EnginePolicy rules are configurable at company, department, and user levels instead of hard-coded, supporting diverse organizational structures.
Integrations & channels
The outcome
Increased adoption across diverse UK companies
Significant efficiency gains, less admin overhead
Seamless Xero & Google Calendar integration
