In this blog post, we would like to share a success story of the collaboration between Komit and Boule et Billes within the past few years. Together, we implemented and developed both Komit’s k6 and k7 to support the school's growing needs to manage their appointments, registrations, students, activities, transports, attendance, and much more thanks to all the features available in a usual ERP (accounting, purchase, stock...). This post will mainly focus on our story with Thuy Ha, who manages the school’s HR on k7 and the inspirations behind using k7.
About Boule et Billes school
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Founded in 2004, Boule et Billes, a French school accredited by the French Ministry of Education, fosters multilingual learning in Ho Chi Minh City. Partnered with the Agency for French Education Abroad, they go beyond textbooks, offering a trilingual program in English, French, and Vietnamese. Their learning journey extends beyond the classroom. Consistent extracurricular activities and events cultivating a dynamic learning experience, sparking
intellectual curiosity and igniting a lifelong passion for learning.
Why did you approach Komit in the first place? What problem were you facing?
Stepping into the HR Manager role, I was struck by the sheer volume of tasks we were managing through Excel spreadsheets. It was a bit overwhelming. Tracking everything, from attendance to payroll, felt cumbersome and error-prone.
I knew upgrading to a dedicated HR software solution became a clear priority. The decision to partner with Komit for this project was quite easy. We already had a successful collaboration with them on k6, the system managing our daily operations. Since k6 was running smoothly, it felt like a natural progression to extend our partnership with Komit and explore their HR application, k7.
Which features help you the most to save time and avoid mistakes?
The Time Off, Overtime, and Payroll apps in k7 have been absolute lifesavers! Before, managing overtime requests and inputting data was a manual nightmare. It took forever with 77 employees! Now, these apps streamline the entire process, allowing us to quickly manage both time off requests and various overtime types.
The Payroll app has been a game-changer for accuracy too. It automatically factors in contracts, benefits, overtime and leave balances when calculating payroll. This eliminates the potential for those pesky little mistakes that can be so hard to track down in spreadsheets.
How did your team welcome k7, and was it difficult to convince them to start using k7?
Implementing k7 wasn't a one-size-fits-all approach. Initially, it was primarily used by myself and the managers. Managers found it very helpful for managing their teams' time off and overtime requests. For all employees, the rollout was gradual. They started with the most user-friendly features, like submitting their own leave requests through k7.
There was definitely a learning curve, especially in the beginning. The Salary Structures in k7 seemed quite complex at first. The original setup had confusing names and way too many structures. Thankfully, Komit's support team was great in helping us simplify everything. They provided the guidance I needed to feel confident configuring the Salary Structures properly. Now, it's easy to adapt whenever changes are required.
If you had to go through the setup process again, would you do something differently?
Yes, I would approach it differently if given the chance.
I would place a stronger emphasis on collecting "basic" data early on, such as contracts, leave records, time-off requests, and overtime information — all of which are essential for payroll integration.
In hindsight, I would have encouraged employees to input their leave and overtime details much earlier in the rollout process. This proactive step would have significantly streamlined the work of the HR team and therefore reduced our workload. Then, it would have allowed us to tackle payroll configuration with less time pressure.
By moving too quickly into the payroll module without ensuring all the necessary data was in place, the HR team ended up burdened with data entry tasks. This workload made it challenging to fully focus on fine-tuning the salary structures, slowing down the overall progress.
How do you feel about the Quality of the support from Komit? Are they fast and helpful?
Overall, Komit’s support team is very helpful and responsive, especially when it comes to critical requests. Although it would be nice to have additional documentation for k7 in Vietnamese language, particularly for the leave and overtime function.
Also users can change the language in k7 to English or Vietnamese, having the documentation only in English has been a challenge for some of our employees.
While Komit addresses important requests quickly, some improvements or more minor requests can take a while to be processed.
What would you like Komit to do with the next 50 hours of our work on k7?
There are two things at the top of my list: Salary Reports and the mobile app for Time Off.
For Salary Reports, being able to print out a whole year's info for each employee would be a lifesaver for tax season (PIT declarations). It would be even better if these reports automatically included the month and year for each line item, aligning perfectly with reporting requirements.
Second, the Time Off mobile interface needs some attention. Right now, it's not easy to view allocation statuses. A Kanban view, alongside the existing detailed view, would be a game-changer. This would give everyone a quick and easy way to track their time off allowances on the go.
Could you imagine stopping using k7?
I would cry if we ever had to stop using k7. It would be a nightmare to go back to the old way of doing things. Before k7, gathering and sharing data was a massive time spent. Now, it's all streamlined and efficient.
What are the strengths of Komit that make this project a success?
Komit’s team is consistently available and supportive. They consistently provide timely solutions and address any concerns I raise with remarkable speed, often within an hour. This level of support is a major factor in the success of our ongoing partnership with Komit.