Case Study: Transforming a Delhi Office with Local-Only Automation

When TechVenture Solutions, a 50-person startup in Okhla, Delhi, contacted us about automating their office, they had one non-negotiable requirement: complete data privacy.

The Challenge

TechVenture develops financial software for banks. Their office automation needs were unique:

Requirements

• Zero cloud dependency - client data cannot touch external servers
• Audit compliance - must meet RBI and ISO 27001 standards
• Scalability - planning to grow to 100 employees
• Cost-effective - startup budget constraints
• Local support - no reliance on overseas vendors

Existing Pain Points

• Manual light switches wasting energy
• No occupancy tracking for space planning
• AC running in empty rooms
• No access control integration
• High electricity bills (₹2.5L/month)

Our Approach

We designed a completely local-only automation system using open-source tools and our own hardware.

System Architecture

Internet ❌ (No external connection)
    ↓
Internal Network (Isolated VLAN)
    ↓
Local Server (Intel NUC)
    ├── Home Assistant OS
    ├── Node-RED for logic
    ├── InfluxDB for metrics
    └── Grafana for dashboards
    ↓
Automation Controllers
    ├── 6× RelayWala (lighting, AC control)
    ├── 4× MotorWala (motorized blinds)
    ├── 15× PIR sensors (occupancy)
    └── 8× Door sensors (access tracking)

Phase 1: Planning (Week 1-2)

We conducted a thorough assessment:

• Energy audit - identified waste patterns
• Floor plan analysis - optimal sensor placement
• User interviews - understanding workflows
• Compliance review - ensuring regulatory fit

Key findings:

• 40% of energy used outside business hours
• 12 zones rarely occupied during day
• No correlation between AC usage and occupancy

Phase 2: Infrastructure (Week 3-4)

Installation priorities:

1. Network setup - Isolated automation VLAN
2. Central hub - Intel NUC running Home Assistant
3. Power upgrades - Smart breakers for monitoring
4. Backup systems - UPS and failover logic

Phase 3: Deployment (Week 5-8)

Rolled out in zones to minimize disruption:

Week 5: Conference rooms (high impact, low risk)

• Occupancy-based lighting
• Auto AC control
• Blind automation for presentations

Week 6: Open work areas

• Zone-based lighting
• Desk occupancy sensors
• Temperature optimization

Week 7: Private offices and meeting rooms

• Individual controls
• Privacy-respecting sensors
• Energy monitoring

Week 8: Common areas and final integration

• Entrance lighting
• Restroom occupancy
• Full system integration

The Technology Stack

Hardware Deployed

| Component | Quantity | Purpose | Cost (₹) | |-----------|----------|---------|----------| | RelayWala 4-channel | 6 | Lighting/AC control | 8,994 | | MotorWala | 4 | Motorized blinds | 9,996 | | PIR sensors | 15 | Occupancy detection | 22,500 | | Door sensors | 8 | Access monitoring | 8,000 | | Intel NUC | 1 | Central hub | 35,000 | | Networking gear | - | Switches, cables | 15,000 | | Total | | | ₹99,490 |

Software Configuration

All software was free and open-source. Our controllers run ESPHome firmware which integrates natively with Home Assistant:

ESPHome Configuration for RelayWala (Lighting Control):

esphome:
  name: office-lighting-controller
  platform: ESP8266
  board: nodemcuv2

wifi:
  ssid: !secret wifi_ssid
  password: !secret wifi_password
  manual_ip:
    static_ip: 192.168.10.101
    gateway: 192.168.10.1

api:
  encryption:
    key: !secret api_encryption_key

# 4 relay switches for different zones
switch:
  - platform: gpio
    pin: GPIO16
    name: "Office Main Lights"
    id: relay_1
    restore_mode: RESTORE_DEFAULT_OFF

  - platform: gpio
    pin: GPIO14
    name: "Conference Room Lights"
    id: relay_2
    restore_mode: RESTORE_DEFAULT_OFF

  - platform: gpio
    pin: GPIO12
    name: "West Wing AC"
    id: relay_3
    restore_mode: RESTORE_DEFAULT_OFF

  - platform: gpio
    pin: GPIO13
    name: "Conference Room AC"
    id: relay_4
    restore_mode: RESTORE_DEFAULT_OFF

ESPHome Configuration for MotorWala (Blinds Control):

esphome:
  name: conference-room-blinds
  platform: ESP32
  board: esp32dev

wifi:
  ssid: !secret wifi_ssid
  password: !secret wifi_password
  manual_ip:
    static_ip: 192.168.10.201

api:
  encryption:
    key: !secret api_encryption_key

# L298N motor driver for automated blinds
output:
  - platform: ledc
    pin: GPIO25
    id: motor_forward
    frequency: 1000 Hz

  - platform: ledc
    pin: GPIO26
    id: motor_backward
    frequency: 1000 Hz

cover:
  - platform: time_based
    name: "Conference Room Blinds"
    id: blinds
    open_duration: 25s
    close_duration: 25s

# Overcurrent protection for motor safety
sensor:
  - platform: adc
    pin: GPIO34
    name: "Motor Current"
    filters:
      - multiply: 3.3
    on_value_range:
      - above: 2.5
        then:
          - cover.stop: blinds

Home Assistant Automation Configuration:

automation:
  - alias: "Office Hours Lighting"
    trigger:
      - platform: time
        at: "09:00:00"
    condition:
      - condition: state
        entity_id: binary_sensor.workday
        state: "on"
    action:
      - service: switch.turn_on
        target:
          entity_id: switch.office_main_lights
        data:
          brightness: 80

  - alias: "Unoccupied Room AC Off"
    trigger:
      - platform: state
        entity_id: binary_sensor.conference_room_occupied
        to: "off"
        for:
          minutes: 15
    action:
      - service: switch.turn_off
        entity_id: switch.conference_room_ac

  - alias: "Auto Close Blinds for Presentations"
    trigger:
      - platform: state
        entity_id: binary_sensor.presentation_mode
        to: "on"
    action:
      - service: cover.close_cover
        entity_id: cover.conference_room_blinds

All device configurations are version-controlled in their GitLab repository and can be updated over-the-air via ESPHome.

Implementation Challenges

Challenge 1: WiFi Reliability

Problem: Initial WiFi mesh struggled with 35+ devices.

Solution: Deployed dedicated 2.4GHz network for IoT devices with enterprise-grade access points.

Challenge 2: User Adoption

Problem: Employees bypassing automation by using manual switches.

Solution:

• Training sessions
• Clear signage
• Dashboard showing energy savings
• Gamification - team competitions

Challenge 3: Fine-Tuning

Problem: False triggers from occupancy sensors.

Solution: Adjusted sensitivity, added 5-minute delays, incorporated multiple sensor voting.

The Results

After 3 months of operation:

Energy Savings

• Electricity bill: ₹2.5L → ₹1.6L/month
• Savings: ₹90,000/month (₹10.8L/year)
• ROI: 1.1 months (system paid for itself!)
• Carbon reduction: ~3 tons CO₂/year

Operational Improvements

• 99.7% system uptime
• Zero security incidents
• 85% employee satisfaction
• 45% reduction in manual interventions

Compliance Win

System passed both RBI and ISO 27001 audits:

✅ All data stored locally ✅ No external network access ✅ Complete audit trail ✅ Redundant backups ✅ User access controls

Key Automations Deployed

1. Smart Lighting

IF occupancy detected
  AND during business hours
  AND ambient light < threshold
THEN turn lights on at 80%

IF no occupancy for 10 minutes
  OR after hours
THEN dim to 20% and off after 5 more minutes

Result: 60% lighting energy reduction

2. Climate Control

IF room occupied
  AND temperature > comfort range
THEN set AC to 24°C

IF no occupancy for 15 minutes
THEN AC off

Result: 45% AC energy reduction

3. Motorized Blinds

IF sun glare detected
  AND meeting in progress
THEN close blinds

IF presentation mode
THEN close all conference room blinds

Result: Improved meeting comfort, 15% AC load reduction

4. Access Insights

TRACK door sensor events
ANALYZE peak usage times
GENERATE space utilization reports

Result: Data-driven space planning, identified underutilized areas

Lessons Learned

What Worked Well

1. Phased rollout - minimized disruption
2. Local-only architecture - zero compliance issues
3. Open-source stack - easy customization
4. Employee involvement - better adoption

What We'd Do Differently

1. More training - should have done 2 sessions instead of 1
2. Better documentation - create video guides
3. Staged sensors - test occupancy logic before full deployment
4. Earlier stakeholder demos - would have secured buy-in faster

Client Testimonial

"The Wala Works team delivered exactly what we needed. A fully compliant, privacy-first automation system that actually saves us money every month. The best part? We own and control everything - no subscriptions, no vendor lock-in."

— Rajesh Kumar, CTO, TechVenture Solutions

Cost-Benefit Analysis

Investment

• Hardware: ₹99,490
• Installation: ₹50,000
• Training: ₹10,000
• Total: ₹1,59,490

Returns (Annual)

• Energy savings: ₹10,80,000
• Maintenance reduction: ₹60,000
• Improved productivity: ~₹2,00,000 (estimated)
• Total: ₹13,40,000

ROI: 840% in year 1

Scalability Plan

TechVenture is now planning to:

1. Expand to second floor (Q1 2026)
2. Add meeting room booking integration
3. Implement desk hoteling system
4. Deploy similar systems at their Bangalore office

All using the same vendor-agnostic platform.

Technical Deep Dive

For the technically curious, here's how we handled some complex scenarios:

Multi-Zone Temperature Management

# Custom Python script for optimal AC control
def calculate_optimal_temp(zone):
    occupancy = get_occupancy(zone)
    outside_temp = get_weather()
    time_of_day = get_time()

    if occupancy == 0:
        return None  # Turn off
    elif occupancy < 5:
        return 25  # Light cooling
    else:
        base_temp = 24
        # Adjust for external factors
        if outside_temp > 40:
            base_temp -= 1
        if time_of_day > "14:00" and zone == "west_facing":
            base_temp -= 1

        return base_temp

Privacy-Preserving Occupancy

We don't track WHO is present, only HOW MANY:

# Anonymized counting logic
sensor:
  - platform: template
    sensors:
      conference_room_count:
        friendly_name: "People in Conference Room"
        value_template: >
          {{ states('sensor.pir_count')|int }}
        # No cameras, no identification, just counts

Conclusion

This project proves that automation doesn't require sacrificing privacy or breaking the bank. With the right approach, even small businesses can deploy enterprise-grade systems.

The key ingredients:

• Local-first architecture
• Open-source software
• Vendor-agnostic hardware
• Thoughtful implementation
• User-centric design

Ready to automate your office? Our Office Automation Suite has everything you need, or contact us for a custom consultation.

All data presented with client permission. Company name and some details changed for confidentiality.