Dashboard

People and Asset Management ERP for Tech Teams

Custom Software Development

Solution Architecture & Tech Advisory

ERP Development

Industry:

Location:

USA

Period of Collaboration:

Ongoing

System components:

Task planning dashboard

Employee management module

Candidate tracking system

Asset inventory tracker

Role-based access control

Interface images of hero section with search function of WareDnD.

OVERVIEW

As Mind Studios evolved from a small, tight-knit team into a growing software company, the informal tools we once relied on — blackboards and spreadsheets — started to break down. What worked for 10 people no longer worked for 30 or 50. Planning became chaotic, responsibilities blurred, and key information was scattered across different systems.

So, we needed a single, reliable system that could adapt to different departments, reduce bottlenecks, and make growth easier to manage. This led us to pursue custom ERP software development, creating a purpose-built platform specifically designed for software companies like ours. Reflecting real team dynamics, this custom ERP system is now used daily by all departments to make smarter decisions and reduce operational friction.

“We didn't set out to pursue ERP software development. We set out to fix the chaos that naturally comes with growth. As our team scaled, we needed more than just planning tools — we needed visibility, accountability, and a shared source of truth. That’s what this system gave us. What started as an internal fix became critical infrastructure for how we manage people, resources, and hiring across the company.”

Dmytro Dobrytskyi

CEO at Mind Studios

OVERVIEW

The system was built with flexibility in mind. Its architecture allows new modules or workflows, such as finance tracking, performance reviews, or maintenance requests, to be added quickly without disrupting existing operations.

The internal system that transformed how we work at Mind Studios

Through custom ERP development, we built a modular platform with three main areas: workload planning, employee management, and asset tracking. Each module addresses a specific operational need that emerged as our team grew.

Planning module

Task scheduling and workload management.

Visual interface

Offers a visual interface for assigning tasks within 8-hour daily limits, preventing overload.

Smart filtering

Sorts tasks by role, department, and seniority levels.

Historical tracking

Tracks past workloads and identifies patterns over time.

Cross-department planning

Displays all team workloads in a single dashboard.

HR module

Employee data and hiring pipeline management.

Centralized profiles

Stores contracts, job histories, and personal data in searchable format.

Hiring pipeline

Shows candidate statuses, interview notes, and recruiter comments.

Decision tracking

Records hiring manager evaluations and candidate feedback.

Change documentation

Logs role transitions and team movements over time.

Inventory module

Asset tracking and equipment records.

Asset database

Records laptops, monitors, furniture, and peripherals with serial numbers, condition, and photos.

Assignment history

Shows current equipment assignments for each team member.

Usage records

Maintains history of equipment distribution and returns.

Extended functionality

Includes scheduling and warranty tracking features.

Looking to replace messy workflows with a system built for how your team actually works?

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Challenges we addressed

Outdated planning methods, scattered records, and manual processes were slowing us down. Scaling made things worse. Our approach to ERP development was built to address the operational friction that most growing teams eventually face and to make it easier to work as one company, not disconnected departments.

01.

No centralized visibility

Project managers couldn’t quickly see team member workloads, leading to overcommitment or idle time.

Unified workload dashboard

The planning module gave us a unified view of all team workloads across departments. With built-in filters and 8-hour limits, it ensures balanced task distribution.

02.

Low accountability

Without structured planning or asset logs, tasks were delayed, and equipment sometimes went missing or unaccounted for.

Complete digital tracking

Through strategic ERP system development, every task and asset now has a digital trail. Workload assignments are logged, and assets are linked to specific employees — with photos, condition history, and usage status. This transparency improves responsibility and reduces overhead.

03.

Slow hiring workflows

Candidate details were scattered across spreadsheets, inboxes, and tools — making collaboration between recruiters and team leads inefficient.

Collaborative recruitment hub

The HR module consolidates all candidate data — resumes, interview feedback, hiring stages — into a single interface. Both recruiters and team leads can track progress and leave notes, speeding up decisions and reducing miscommunication.

04.

Operational blind spots

Without integrated data, we had no way to analyze how efficiently our teams operated. Planning was reactive, not data-driven.

Integrated analytics platform

With all planning, HR, and asset data in one place, we can now identify patterns — such as team overuse, repeated task delays, or department-specific resource shortages, and respond proactively.

System architecture

We intentionally selected technologies that allowed for rapid ERP system development and long-term flexibility.

Frontend

Initially developed with Google’s Polymer JS. Later migrated to Vue.js due to Polymer’s limited community support, slower adoption, and reduced flexibility for UI improvements.

Backend

Ruby on Rails was chosen for its speed in prototyping and ease of scaling for internal tools.

Results achieved

This ERP system case study demonstrates real operational improvements once the system was fully implemented: better planning, faster hiring, clearer asset management, and stronger cross-team visibility. And because the system is extendable, it continues to evolve alongside our team's needs.

40%

less planning time

Thanks to workload filters and planning rules, weekly scheduling went from hours to under 30 minutes.

100%

asset traceability

Every tech item or piece of office equipment is now tracked with a photo, status, and history — reducing loss and budget waste.

30%

faster hiring decisions

Consolidated candidate tracking and internal feedback loops helped streamline the decision-making process.

25%

less cross-team miscommunication

The unified dashboard eliminated information silos and reduced project delays from misaligned priorities.

60%

better resource utilization

Real-time workload visibility helped identify underutilized team members and redistribute tasks effectively.

90%

less manual data entry

Automated logging of tasks, employee changes, and asset movements eliminated repetitive admin work and reduced human error.

Ready to streamline your internal operations?

We’ve done it for ourselves, and we can do it for your team. Let’s build a system that fits how you work.

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