Cut 150 Hours Each Month for a Private School

Meet our client

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The Talmudical Academy is a school which includes a pre-school building, an elementary school building, a middle school building, a high school building, three gymnasiums, a dormitory, two computer labs, and two study halls which double as prayer sanctuaries.
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"I was trying to automate a lot of our HR processes: Hiring imported employees, Onboarding them, very very sophisticated Payroll that needed to be well automated and organized in a way where we can pull in a lot of different tasks into a very streamlined process." Yaacov C.   Executive Director
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Starting Point:

• Manual calculations for each employee in Google Sheets.
• Challenges in collecting analytical data.
• Manual collection of personal data for each employee.

Challenges - Solution - Results

1. ‍Challenge: Data was spread out across different spreadsheets.‍

       Solution: Created one database with automated calculations.

        Result: All data is organized in one place. Easy to create individual reports for each employee.

2. ‍Challenge: Manual data entry for payroll systems.

         Solution: Set up an export from Airtable to a CSV file that uploads automatically to payroll systems.

         Result:‍ No more errors during data transfer. The whole process is done with two button clicks.

3. ‍Challenge: Hard to collect personal information.

         Solution: Send emails with personalized forms for employees to fill out. Information on insurance, deferrals, reimbursements, etc., is automatically added to the database.

         Result: Data is collected automatically, reducing errors. Information is kept in one database and updated every year with new forms.

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"I was able to scale down an entire employee because of it"  Yaacov C.  Executive Director

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This project focused on automating two interconnected databases: HR and Finance.

HR Base Automation: The hiring process in the HR base involves the most steps. We utilized JotForm, Airtable, emails, and Zapier to streamline this flow.

Process:

1. Application Submission: Candidates fill out a single employment application form on JotForm, allowing them to apply for multiple positions simultaneously.
2. Record Creation: Each submission creates a record in the HR database for the applicant and their applications.
3. Supervisor Identification: Automation identifies the supervisor for the applied position.
4. Supervisor Confirmation: The supervisor reviews and confirms the candidate.
5. HR Processing: HR completes the form with details like schedule, position, and salary.
6. Offer Generation: The form is converted into a PDF offer and sent to the candidate.
7. Candidate Acceptance: Once the candidate accepts and signs the offer, HR adds them to the company's HR database.

The FINANCIAL BASE system is designed to:

• Automatically calculate each employee's salary.
• Account for deductions and reimbursements.
• Export reports in CSV format for transferring data to the payroll system.

Employee Types

The system manages two types of employees:

• Fixed Annual Salary
• Hourly Wage

Data Entry and Calculation

• Employees fill out forms for compensation, insurance, and tax payments.
• All information from the forms is entered into the database.
• Deductions and monthly payments are calculated automatically.

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" Exceeding my expectations and done a great job. " Yaacov C. Executive Director
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Airtable Features

Airtable extensions perform necessary actions without coding knowledge, including:

• Duplicating specific data for the next year.
• Applying an automatic salary increase for certain employees by a specific percentage.
• Visual interface for easy access by accountants and HR personnel.

Benefits

• Enhanced efficiency and accuracy in managing employee compensation.
• User-friendly interface for accountants and HR personnel.

This streamlined system provides a comprehensive solution for managing employee compensation, ensuring accuracy, efficiency, and ease of use.

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