Streamlining workforce operations with the Binariks project management and time tracking system
- JavaScript
- Typescript
- C#
- Java
- Angular
- .NET
- React
- Auth0
- MySQL
- AWS
SERVICES
Project Context
Solution
Outcome
About Client
Binariks is a custom software development company with over 150 professionals working on multiple projects across various industries, including healthcare, insurance, fintech, and others. With specialists in software engineering, project management, HR, accounting, and more, efficient time tracking and administrative management are essential for smooth operations.
The existing solutions we've used were inefficient – their limited control over management processes made it difficult for department heads, HR, and accounting teams to track work hours, approve vacations, and generate accurate reports. Managing employee leaves required multiple external spreadsheets and documents, leading to inefficiencies and errors.
Business challenge
As Binariks scaled, what once worked for a smaller team – manual spreadsheets, third-party time-tracking tools, and fragmented communication – started breaking down.
The leadership team faced a growing operational risk: inefficient workflows, inconsistent data, and rigid systems were slowing down critical processes and making it harder to plan strategically. What was once tolerable at a smaller size had become a barrier to sustainable growth.
An analysis of existing off-the-shelf tools revealed that they only partially met our needs. They lacked the flexibility to fully support internal training processes, automate workflows, or provide deep data insights – requiring additional custom development and forcing teams to rely on time-consuming manual workarounds.
We realized that without a purpose-built internal solution, we would face mounting inefficiencies, lower employee satisfaction, and reduced visibility into how our people and resources were actually being used.
Key challenges:
- Rigid third-party tools: Existing solutions couldn’t adapt to evolving internal processes and offered no path for feature expansion.
- Data scattered across silos: Employee information was fragmented across spreadsheets, emails, and various tools, raising concerns around data accuracy, accessibility, and compliance.
- No space for automation: Processes like onboarding, offboarding, leave approvals, and notifications required repetitive manual work, leading to delays and wasted effort.
- Lack of actionable workforce insights: Without integrated tracking and reporting, leadership had limited visibility into time allocation, staffing needs, and productivity patterns.
- Inability to scale operations: Manual and unintegrated systems threatened our ability to scale efficiently and sustainably while maintaining internal transparency and control.
We concluded that to eliminate these bottlenecks, we need a custom-built tool tailored to our internal processes, enabling us to maintain efficiency and scale effectively.
Approach
The project began as a response to internal frustrations with fragmented workflows, siloed data, and inefficient third-party tools for workforce management.
We initiated a discovery phase that prioritized deep cross-departmental interviews, ensuring all stakeholder pain points were mapped before any development began. This research shaped a user-centric blueprint targeting five key user groups: HR, Finance, Project Managers, Executives, and Employees.
Rather than overhauling processes to fit existing tools, the strategy focused on building a tailored solution that respected real-world team dynamics. The roadmap emphasized modular rollouts, agile iterations, and direct feedback loops to refine functionality continuously.
To support both operational transparency and flexibility, we envisioned a dual-platform ecosystem: an Admin Tool for managers, accountants, and HR, and a Time Tracker tool for employees. This structure not only provided each group with purpose-built interfaces and seamless integration but also ensured a physical separation of access – keeping sensitive financial data restricted to authorized personnel only.
Implementation
To deliver a secure, cost-efficient, and scalable workforce management solution, we focused on six core areas of technical implementation:
1. Secure data handling with API isolation
We began by splitting the original monolithic backend into two dedicated APIs:- General API: Handles non-sensitive data for operational monitoring and debugging.
- Confidential API: Isolated in a separate database to manage sensitive employee information.
This architectural separation ensured that developers had no access to private data while observability remained intact for system reliability.
2. Cost optimization through smart deployment
To minimize infrastructure costs without compromising scalability, both APIs were deployed on a single ECS. nginx was configured to route requests to separate ports, and a ZIP-based deployment strategy enabled parallel updates, preventing API conflicts and improving release stability.3. Fully automated data migration
We replaced error-prone manual migration with a robust, automated pipeline using AWS EventBridge. The process:- Pulled snapshots from the legacy database.
- Applied transformations to the new system with rollback-ready backups.
- Triggered migration-specific API calls to ensure data integrity.
This eliminated downtime and ensured repeatable, reliable migrations during system transitions.
4. Deep integration with Google Services
To streamline identity management and onboarding:- Google Directory API was integrated to validate employee status in real-time on each API call, preventing unauthorized access.
- AdminSDK automated Google Workspace account creation when recruiters added new employees.
- Gmail API enabled templated emails for onboarding, resignation notices, and internal announcements.
This automation enhanced both security and HR efficiency.
5. Integration with internal system administration tool
For asset tracking during offboarding, we:- Integrated the internal SA tool via secure API calls (credentials stored in AWS Secrets Manager).
- Enabled automatic user creation in the SA system upon new employee onboarding.
- Fetched a full list of assigned assets at resignation, generating pre-filled resignation letters for legal and IT teams.
6. Smart vacation and time-tracking logic
We implemented a flexible Vacation Period entity to support dynamic, policy-driven leave management. The system accounted for:- Accrual cycles, usage timeframes, and expiration windows.
- Probation-based restrictions and overlapping periods.
- Real-time vacation calculation to ensure compliance and clarity.
Value Delivered
The result is a fully integrated, secure, and automation-driven workforce and time management system tailored to the needs of a growing mid-size organization. Beyond technical excellence, the solution delivered significant operational and strategic value to our company:
- Reduced operational overhead: Automated employee onboarding, vacation management, asset tracking, and system administration tasks, freeing up HR and IT resources.
- Regulatory compliance & data security: Sensitive employee data is now handled in compliance with internal data protection policies, using isolated infrastructure and secured access layers.
- Cost-effective architecture: Hosting two APIs on a single EC2 instance and utilizing ZIP-based deployment minimized infrastructure and deployment costs.
- Improved employee experience: New hires receive Google Workspace credentials and onboarding emails and are automatically registered in internal systems.
- Streamlined offboarding: With automated asset and resignation letter handling, the offboarding process is now secure, transparent, and requires minimal manual effort.
- Scalable for future growth: The modular architecture enables the easy integration of new APIs, additional workflow automations, and third-party systems without reworking the core logic.
- End-to-end visibility & control: Dashboards, logging mechanisms, and scheduled data snapshots ensure that management and technical teams have real-time visibility and oversight.
More case studies
Web and Mobile solution for meditation
Binariks developed a mobile and web meditation app for Spanish-speaking users. We provided software development and QA services to launch a demand on the market product.
Software Development and Design Services for Food Marketplace
Binariks facilitated an American food delivery business by optimizing their web and mobile platforms, providing UI/UX services, and ensuring QA testing.
Secure Messaging Platform Based on ID Authentication
Binariks helped a Swedish technology company in developing a secure messaging platform based on the national BankID authentication.
