2,850
EdTech / Education Administration
OpsPilot - AI
Enterprise Institute Management and Administration Platform
OpsPilot is an AI-powered enterprise administration system developed to manage the academic, operational, employee, and financial activities of a large educational institute.
SingaporeMarket
6 MonthsTimeline
8 MembersProject Team
EdTechIndustry
Executive Summary
OpsPilot — AI-Powered Admin Portal
- Client
- Albert Joe
- Market
- Singapore
- Industry
- EdTech / Education Administration
- Timeline
- 6 Months
- Team
- Project Team - 8 Members
- Services
- Generative AI Development, AI Application Development, AI SaaS Development, Custom Software Development
- Technology
- Next.js, Bootstrap, Node.js, Express.js
- Primary Outcome
- 2,850 Monthly Active Users
Verified project metrics
Project Outcomes
OpsPilot helped the institute manage large-scale academic, administrative, and department-level operations through one system. Different teams can now access the information related to their work and coordinate more easily. Management can review student records, employee performance, admissions, fees, examinations, enquiries, placements, and branch activity more efficiently. Role-based access also keeps sensitive information limited to authorized users. Connected portals and website enquiries reduce repeated data entry. OpenAI makes detailed reports easier to review by creating short summaries and useful insights. The microservices structure allows important modules to be updated and scaled separately. This makes it easier to support more departments, users, branches, and features as operations grow.
Project Overview
OpsPilot is an AI-powered enterprise administration system developed to manage the academic, operational, employee, and financial activities of a large educational institute.
It supports multiple departments, branches, and user roles. The system manages student records, admissions, fees, attendance, examinations, employees, payroll, leads, placements, accounts, and reports.
OpsPilot is linked with the Student LMS, Employee Portal, and institute website. This keeps information updated and reduces repeated data entry. Role-based access ensures that users only see the modules and records related to their work.
OpenAI helps prepare management summaries, review reports, and highlight useful operational insights. This makes large amounts of information easier for management to understand.
What We Built
We developed an enterprise admin portal to manage large-scale institute operations across multiple departments and branches. The portal includes dedicated dashboards for administration, HR, finance, academics, admissions, examinations, placements, and branch teams. It also supports approval workflows, automatic calculations, reporting, activity tracking, and management controls. Major functions were developed as separate services so the system can handle large data volumes, support many users, and scale as the institute grows.
Client Background
Albert Joe needed a large-scale institute management system that could support the growing academic, employee, financial, and operational needs of an educational institute. The institute required more than a basic admin panel. It needed one system where different departments and branches could manage all major academic, employee, financial, and administrative activities through separate roles and workflows. The client also wanted better control over data, user access, record accuracy, reporting, and daily administrative work. The system needed to connect with the existing Student LMS, Employee Portal, and institute website while remaining suitable for future growth.
Project Scope
We handled the complete planning, design, development, integration, testing, and deployment of the institute administration system. Our work included:
- Understanding client requirements
- Institute workflow planning
- UI/UX design
- Frontend and backend development
- Microservices architecture
- Database integration
- OpenAI integration
- Role-based access and dashboards
- Multi-branch management
- Student and academic management
- Employee and payroll management
- Accounting, CRM, and placement management
- Reports with Excel and PDF exports
- LMS, Employee Portal, and website integration
- Performance optimization
- Security implementation
- Testing and deployment
Target Audience
OpsPilot was designed for large educational institutes that manage multiple departments and branches. The main users include:
- Institute owners and directors
- Senior administrators and branch managers
- HR and finance staff
- Admission and academic staff
- Examination and placement staff
- Internal operations teams
Objectives
The main objectives of OpsPilot were to:
- 01Build a centralized administration system
- 02Support large-scale and multi-branch operations
- 03Manage different departments through a structured workflow
- 04Manage employee attendance, leave, payroll, and performance
- 05Track student placements and internships
- 06Protect sensitive data through role-based access
- 07Maintain records of important user activities
- 08Connect the Student LMS, Employee Portal, and institute website
- 09Sync website enquiries with the CRM
- 10Generate department and branch-level reports
- 11Reduce manual data entry and reporting work
- 12Use OpenAI for summaries and operational insights
- 13Support future users, branches, and modules
Business Challenge
The institute faced the following challenges in managing its daily operations.
- 01Academic and administrative data was stored across different systems, making daily operations difficult to track.
- 02Student records were managed separately. This made it difficult to track the complete student journey.
- 03Employee attendance, breaks, leaves, payroll, tasks, and performance also needed to stay connected. Manual reports and KPI calculations took extra time.
- 04Leads came from different sources. Without a central CRM flow, follow-ups and counsellor activity were difficult to manage.
- 05Managing multiple branches was complex. Each branch needed separate control, while management needed to view all branches in one place.
- 06The system also handled sensitive student, employee, salary, exam, and financial data. Users needed access based on their roles.
- 07Large reports took time to review. Management needed simple summaries and clear insights.
- 08The main challenge was to manage all operations in one system and make the data easier to understand.
Our Solution
We solved these challenges by developing OpsPilot to manage academic and administrative work through a clear and organized system.
- The Student Desk brings student profiles, courses, batches, attendance, fees, exams, results, certificates, and placements together. This helps users track the complete student journey.
- The HR Desk connects employee attendance, breaks, leaves, payroll, tasks, and performance records. It also reduces the need for separate files and manual reports.
- The Attendance and KPI module uses employee activity and working-hour data to prepare KPI scores and monthly performance reports.
- The CRM module collects enquiries from the institute website. Counsellors can receive leads, schedule follow-ups, and track admission progress.
- The Branch Management module keeps each branch’s records separate. Senior management can still view all branches from one system.
- Role-based access gives users access according to their responsibilities. Audit logs also record important activities and changes.
- OpenAI helps create simple summaries and useful insights from large reports. This allows management to understand important data more quickly.
- Microservices keep major modules separate. This makes it easier to update and scale different parts of the system.
Before → After
Before
Separate administration processes
After
Centralized administration system
Before
Scattered student records
After
Complete student profiles
Before
Manual employee tracking and KPI preparation
After
Connected attendance, working hours, and KPI tracking
Before
Separate branch records
After
Multi-branch management with central control
Before
Limited access control
After
Role-based permissions
Before
Manual fee tracking
After
Connected fee records and reports
Before
Separate examination processes
After
Integrated exams, results, and marksheets
Before
Website enquiries transferred manually
After
Enquiries added directly to the CRM
Delivery ownership
THE TISA's Role
Product Strategy
Discovery
UX/UI Design
AI Architecture
Backend Engineering
Frontend Engineering
Mobile Development
QA
Key Features
OpsPilot includes the following features to manage institute operations from one place.
03Central Administration Dashboard
01
Central Administration Dashboard
- Student, employee, admission, and branch overview
- Fees, dues, attendance, and performance
- Enquiries, placements, and branch activity
Development Process
We first reviewed the institute’s structure and how each department managed its daily work. This included student management, academics, HR, attendance, fees, admissions, examinations, leads, payroll, placements, reporting, and branch operations. We also identified which activities needed central control and which required role-based access.
Technical Challenges and Solutions
Technology Stack
Next.js
Bootstrap
Node.js
Express.js
REST APIs
MySQL
MongoDB
OpenAI
Microservices Architecture
Design Decisions
The design is built to handle large data while keeping the interface simple for users. Important design decisions included:
- Separate navigation for each department
- Role-based dashboards
- Branch selection controls
- Summary cards and dashboard charts
- Data tables with search, filters, and pagination
- Status labels and approval controls
- Clear forms and permission-based actions
- Confirmation for sensitive actions
- Clear loading and error messages
- Responsive navigation and consistent layouts
- Separate AI summaries from raw records
- Minimal decorative elements
SEO Work
OpsPilot is a secure internal administration platform, so public search ranking was not the main objective. SEO-related work focused on keeping private information away from search engines. The work included:
- Noindex rules for admin pages
- Restricted crawler access
- Separate public and private routes
- Protected internal URLs
- Controlled metadata
- Prevention of private record indexing
- Lightweight public login page
Performance Optimization
To keep the system fast and responsive, we focused on:
- Optimized Next.js pages and reusable components
- Code splitting and lazy loading
- Pagination and server-side filtering
- Faster APIs with fewer requests
- Efficient MySQL queries and MongoDB indexing
- Caching for non-sensitive data
- Independent scaling of high-usage services
- Background processing for reports and exports
- Compressed images and files
- Responsive data tables
- Reduced frontend re-rendering
- Clear loading and error messages
Security
OpsPilot manages sensitive student, employee, payroll, examination, and financial data. Security measures included:
- Secure login with password hashing and token-based authentication
- Role-based access for modules, pages, actions, and branches
- Protected routes, APIs, and integration endpoints
- Input validation and secure request handling
- Secure API communication and database protection
- Restricted access to payroll, financial, and examination records
- Secure sessions and logout
- Audit logs and export permission checks
- Rate limiting and safe error handling
- Protected environment variables
- Restricted search indexing
- Controlled AI access to authorized data
Architecture Diagram
01Next.js
02REST APIs
- 03
Node.js
04Express.js
- 05
MySQL
- 06
MongoDB
- 07
OpenAI
Results
For Senior Management
- 01Senior administrators can review overall institute performance from one dashboard. They can compare branch progress, financial activity, admissions, employee performance, academic outcomes, enquiries, and placements. AI-supported summaries make detailed reports easier to review.
For the Institute
- 01The institute now has one system for academic, administrative, financial, HR, CRM, and reporting activities. The structure can also support future users, departments, branches, and services.
Project Showcase
Visual Identity
Colors and typography used across OpsPilot
OOpsPilot — AI-Powered Admin Portal
PoppinsAa
OpsPilot — AI-Powered Admin Portal
Color
- #1565F501Primary Blue21 101 245
- #008CFF02Electric Blue0 140 255
- #07132D03Dark Navy7 19 45
- #02071104Deep Black2 7 17
- #FFFFFF05White255 255 255
- #F5F8FC06Light Gray245 248 252
- #14213D07Dark Text20 33 61
- #64748B08Secondary Text100 116 139
Type
- 01 · Primary4 weights
Poppins
ABCDEFGHIJKLMNOPQRSTUVWXYZ
abcdefghijklmnopqrstuvwxyz
0123456789- Regular
- Medium
- Semibold
- Bold
Client Testimonial
“OpsPilot has made institute management much easier. Earlier, our information was spread across spreadsheets, paper files, and different software, which made records difficult to find and review. Now, everything is available in one system. Our teams can manage their work more easily, and management can follow institute activities from one place. The TISA team was supportive throughout the project. They understood how we work, listened to our needs, and built a system that works smoothly for our institute.”
Albert Joe
Future Scalability
OpsPilot was built to support the institute’s future growth and expanding operations. Possible future additions include:
- 01
Predictive AI and risk alerts
- 02
Natural-language report search
- 03
Biometric attendance
- 04
WhatsApp, SMS, and payment integrations
- 05
University and accounting software integrations
- 06
Library, hostel, transport, inventory, and asset modules
- 07
Multi-language support
- 08
Single sign-on
- 09
Data warehouse, automated backups, and recovery
Lessons Learned
This project showed us that building a large institute management system requires careful planning from the beginning. Key lessons included:
- 01
Each module should follow the actual workflow of the department using it.
- 02
User roles, permissions, and branch access should be defined before development starts.
- 03
Student, employee, fee, attendance, and academic records should stay connected.
- 04
Reports, filters, and pagination should be planned along with the database structure.
- 05
Employee KPIs depend on accurate attendance, task, and activity data.
- 06
Audit logs are important for tracking approvals, updates, and sensitive actions.
- 07
Integrations work better when all connected systems follow a consistent data structure.
- 08
Microservices should be separated according to business functions.
- 09
AI should help users understand reports and support decisions, while final control remains with administrators.
- 10
Security, performance, and future growth should be considered during architecture planning.
Conclusion
OpsPilot simplifies the management of academic, administrative, employee, and financial activities. It helps departments manage their work more efficiently and gives management a clearer view of overall operations. OpenAI makes reports easier to understand, while the scalable structure supports future growth.
Building Something Similar?
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