IT system developments Archives - HBSI

Conclave – Board Meeting Automation System

hbsiteamweb — Fri, 26 Jun 2026 05:51:58 +0000

Hayleys Business Solutions International Introduces Conclave: A Smarter Way to Run Board Meetings

Hayleys Business Solutions International (HBSI), the business process outsourcing and technology solutions arm of the Hayleys Group, has unveiled Conclave, an innovative board meeting automation platform designed to help organisations transition from paper-heavy boardroom processes to a secure, streamlined, and fully digital governance experience.

Developed to meet the evolving needs of modern corporate governance, Conclave brings together Group Secretariats, Board Directors, and Finance Leadership Teams within a single digital ecosystem, enabling organisations to manage board meetings more efficiently while maintaining the highest standards of security, compliance, and collaboration.

Addressing the Challenges of Traditional Board Administration

Across many organisations, preparing for board meetings remains a time-consuming process involving multiple document versions, manual coordination, email exchanges, printing, and physical circulation of board papers. These traditional methods often create administrative bottlenecks, increase operational costs, and introduce governance risks.

Conclave was designed to eliminate these inefficiencies by providing a centralised digital platform that simplifies the entire board meeting lifecycle, from agenda preparation and document circulation to approvals, resolutions, and audit tracking.

“Board meetings are among the most critical decision-making forums within any organisation. Yet many companies continue to rely on fragmented and manual processes to manage them. Conclave was created to help organisations modernise governance operations while enhancing security, transparency, and productivity,” said a spokesperson from HBSI.

A Digital Boardroom Built for Modern Enterprises

At its core, Conclave transforms complex board administration into a seamless, paperless workflow that enables stakeholders to prepare, review, collaborate, and make decisions from anywhere.

The platform offers a range of features designed to improve efficiency and governance outcomes, including:

Instant Board Pack Generation for faster agenda creation and document circulation.

Collaborative Pre-Review Workspaces that allow directors and stakeholders to review, comment on, and discuss documents before meetings.

Automated Resolution Management with structured approval workflows and resolution extract generation.

Real-Time Notifications that keep users informed about document updates, reviews, approvals, and meeting changes.

Dynamic Re-Initiation Capabilities to reopen, revise, and recirculate meeting items when necessary.

Comprehensive Audit Trails that provide complete visibility into actions, approvals, and document histories.

These capabilities help organisations reduce administrative effort while ensuring that decision-makers have timely access to accurate information.

Built on Three Core Principles

Conclave has been developed around three key pillars that address the practical needs of today’s boardrooms:

Simplicity by Design

The platform features an intuitive, user-friendly interface that requires minimal training, enabling board members and executives to navigate agendas, review documents, and participate in voting with ease.

Collaborative Governance

By enabling secure pre-meeting reviews and discussions, Conclave promotes greater engagement and better-informed decision-making before meetings even begin.

Enterprise-Grade Security

Security remains a foundational element of the platform. Conclave incorporates end-to-end encryption, role-based access controls, document protection mechanisms, and multi-tenant architecture to safeguard sensitive corporate information.

Supporting Governance in a Digital-First Era

As organisations increasingly embrace digital transformation initiatives, governance processes are also evolving. Boards require greater agility, stronger compliance controls, and more secure ways to collaborate across locations and time zones.

Conclave enables organisations to respond to these changing demands by creating a secure digital environment where governance activities can be managed efficiently while maintaining accountability and transparency.

The platform is particularly suited for large enterprises, diversified corporate groups, listed companies, and organisations seeking to strengthen governance frameworks while reducing dependence on manual administration.

Empowering the Future of Boardroom Operations

With a growing portfolio of technology solutions spanning software development, workflow automation, reporting systems, and enterprise platforms, HBSI continues to support organisations in driving operational excellence through digital innovation. Conclave represents the latest addition to this portfolio, reinforcing HBSI’s commitment to delivering practical technology solutions that solve real business challenges.

As businesses continue their journey towards digital maturity, Conclave offers a modern, secure, and efficient alternative to traditional board management processes, helping organisations move closer to a truly paperless boardroom.

For more information about Conclave or to schedule a live demonstration, visit Hayleys Business Solutions International or contact the HBSI team.

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GHR – Group HR Reporting & Analytics System

hbsiteamweb — Wed, 18 Jun 2025 05:01:53 +0000

Product Overview

A centralized HR reporting and analytics platform designed for the Group HR division of Hayleys PLC. GHR aggregates employee lifecycle data-including promotions, exits, new hires, grievances, achievements, and training investments-from all subsidiaries.

Key Features

Central repository for employee data across multiple companies

Supports tracking of HR metrics like hires, exits, promotions, grievances

Integration with Power BI for dynamic dashboards and drill-down reports

Structured data capture for training programs and investment analysis

Secure access control for company-specific and group-level users

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Vendor Management System – Optimized Supplier & Resource Tracking

hbsiteamweb — Wed, 22 Mar 2023 19:58:11 +0000

Product Overview

Our Vendor Management System enhances supplier management with real-time tracking of vendor details, transactions, and communication workflows. With automated processes and insightful analytics, businesses can strengthen relationships and improve operational efficiency.

Additionally, the system integrates forecasting capabilities for raw materials, allowing businesses to monitor monthly and yearly trends, and refine resource planning through predictive analytics.

A dedicated mobile app enables businesses to track vendor-related activities and enter data on the go, ensuring seamless, real-time updates for better decision-making.

Key Features

Vendor/Supplier category wise location map view

Supplier forecast update and analysis

Supplier actual update and analysis

Field visit details update

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Imports & Freight Management System : Optimize Supply Chain Operations

hbsiteamweb — Wed, 22 Mar 2023 19:55:30 +0000

Product Overview

Group level Import Shipment management.

Key Features

Import shipment annual forecast

Monthly forecast update/ad-hoc shipment update

Consolidate and request for quotation

RFQ respond by freight forwarding company

Price evaluation and shipment award

Issue log

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Loyalty Customer Solution – Manage Rewards & Track Sales

hbsiteamweb — Wed, 22 Mar 2023 19:52:45 +0000

Product Overview

Our Loyalty Customer Solution empowers businesses to maintain detailed customer loyalty records while optimizing rewards programs. With seamless data management and real-time sales tracking, companies can personalize customer engagement, enhance retention strategies, and maximize brand loyalty. Advanced analytics provide insights into purchase behavior, helping businesses drive growth through tailored promotions and incentives.

Key Features

Loyalty customer details management

Update Loyalty customer sales

Loyalty customer discounts/ offers

SMS/email alerts

Analysis on Loyalty customer sales

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Hayleys CRM Backend : Efficient Lead & Call Workflow Automation

hbsiteamweb — Wed, 22 Mar 2023 19:50:24 +0000

Product Overview

Our Hayleys CRM Backend system is designed to streamline lead management and automate call workflows, ensuring seamless customer interactions. With advanced tracking and integration capabilities, businesses can efficiently manage customer inquiries, schedule follow-ups, and optimize sales pipelines. Intelligent automation enhances productivity, minimizes manual tasks, and improves overall engagement, driving business growth with precision and reliability.

Key Features

Create new leads

Assign / forward leads

Leads follow-up

Lead status updates/ actions updates

Job scheduling

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Document Management System by HBSI : Secure Workflow Solutions

hbsiteamweb — Wed, 22 Mar 2023 19:47:55 +0000

Product Overview

Document Management System(DMS) is a system used to Store, Track, Manage documents and reduce paper. Capable of keeping a record of the various versions created and modified by different users (history tracking)

Key Features

Reduce storage space

Easy retrieval

Enhanced security

Secured backup

Remote access

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Smart Retail System – Real-Time Sales & Route Management

hbsiteamweb — Wed, 22 Mar 2023 19:45:18 +0000

Product Overview

Our Smart Retail system is supported by a Mobile App where you can manage your;

Sales route management
Daily activity assignment
Real time location tracking of the sales team
History playback of the market visit
Collection of sales/debtors/inventory details of the outlets etc.

Key Features

Route management with scheduling

Route navigation

History playback of visits

Mobile app access in offline/online mode

Sales order/ debtor / inventory details collection

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Workflow Management System – Automate Tasks and Boost Productivity

hbsiteamweb — Wed, 22 Mar 2023 18:10:56 +0000

Product Overview

H-Doc is an online system which provides an infrastructure for the set-up, performance and monitoring of a defined sequence of tasks, arranged as a workflow application

Finance Management

ATF Request | ATF Settlement | Petty Cash Handling | Expense Claim

HR Process

Employee Onboarding | Employee Exits | Final Dues

Support Services

Help Desk | System Support

Key Features

Easy Tracking

Save Time & Cost– Increase Production

Creates efficiency in the process

Can be integrated to ERP/HRIS

Reduce error due to validations and compulsory points

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ESG Tracking Portal

hbsiteamweb — Tue, 21 Mar 2023 03:54:57 +0000

Do you spend most of your time and energy at work on collecting ESG metrics? Do you struggle with reporting once you collect data?

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Our Solution

A Tracking Portal that provides the perfect solution to report your industry/ company specific GRI and other standard metrics.

Our HayFlex tracking portal will allow your ESG champions to monitor parameters with ease.

It Will Enable You To Capture ESG Metrics Disclosures Such As,

HayFlex ESG Tracking portal is also Equipped with comprehensive reporting tools.

Emissions

Energy

Work Conditions

Water

Health & Safety

Training

Key Features

Seamless data consolidation

Automated notification & tracking of pending data

Dashboards to monitor performance at a glance

Real time alerts on data deviations

System driven metrics calculation such as GHG emission, carbon footprint, total energy etc.

Flexi approval matrix

System can accommodate single company or group of companies

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