Dactela: We needed a unified HR system, not chaos in Excel 

Growing a company is often exciting, but it also brings challenges that cannot be managed by existing processes. This is also the case with Daktely, the Czech leader in customer care and multi-channel communication solutions. As interest in their online solutions has grown during the pandemic, the company has grown from an initial 40 employees to 180 today. As the headcount approached 140, it became clear that old practices like spreadsheet and shared folder filing were no longer sufficient. Such a boom simply called for more - an HR system that would bring clarity and ease the work of not only the HR department, but also managers and other employees. 

 Selection of HR system with emphasis on clarity and reporting 

The HR team at Daktele was looking for an HR system that was clear, simple, provided appropriate reporting tools and allowed for variable permission settings. They looked at six different systems, from more robust to simpler, from foreign to Czech alternatives. In the end, two Czech solutions remained in the shortlist, and Pinya HR prevailed among them. 

"The competitive system was more focused on attendance, which we didn't need. With Pinya HR, we were convinced by the clarity and intuitiveness of the system, but also by the ability to set precise permissions for accessing payroll. Although we weren't looking for a payroll system, we wanted to record payroll information in the HR software, so we needed to set clear rules in the data sharing permissions," explains Kateřina Havlíčková, HR Consultant at Daktely. 

When asked whether the acquisition of Pinya HR was also supported by the management, Kateřina answers in the affirmative. The need for the HR system was also felt by the head of the HR team, the COO Karel Vůjtek and the then CTO Jiří Havlíček. At that time, the Technology department had the largest number of employees and therefore the use of a clear external tool was suggested. Pinya HR got the green light from the management and in January 2023 Daktele decided to cooperate. 

 Quick start with minimum training 

Immediately after the decision was made, Daktely's HR team went full steam ahead with the implementation, which was record-breaking fast. Within a week of confirming the collaboration, they arranged a kick-off meeting with our product manager Dita to discuss the implementation plan. Subsequent training sessions for the HR team and managers took place within two weeks, in both Czech and English. During the implementation of Pinya HR, Daktela was already active not only in the Czech Republic and Slovakia, but also in Hungary, Poland, Slovenia and the UK. 

 The HR software went live in April 2023, with all employees given access. And how has the new system been received? 

"Employees have received this news relatively well. They knew it was something that would save us a lot of time in HR and also that it would save them time. When we implemented it, we first focused on features that benefit everyone, such as an overview of their employee data or leave requests," says Kateřina. 

 In the new system, managers have been set up with permissions exactly according to the company's needs. Through Pinya HR, they can always look at up-to-date data about their team at any time, without having to search for it in excel. Previously, they only had this data on request from the HR department.  

 Efficient data and document management through digitisation 

The aforementioned modules for recording employee data and requests for leave and other absences were launched first. Bulk import helped them with existing data, so they did not have to enter data into the system manually. By using the Attendance/Absence module, they were able to stop recording leave records in a separate internal tool and move the records into one system. After absences, they then set about organising the documents. 

"At the time of the Pinya HR implementation, we were going through ISO certification and needed to familiarize our employees with all ISO documents. The Internal Regulations module made our job much easier, allowing us to see exactly which documents a particular employee had read and when. This overview is also available to the employee himself." 

But the cleanup in the documents didn't stop at ISO. At Daktele, they upload all contracts and other onboarding documents to Pinya HR one by one so they don't have to fill them out manually every time. Pinya HR, thanks to its auto-generation feature, fills in all the employee information for them, saving them time and work. 

"Although we use a different platform for internal communication, we also use the News module, although perhaps uncharacteristically. We have a single news feed, called "News", which invites employees to share what they are or are not happy with. We want them to be able to see that they can always contact us and write what is bothering them, what they would like to improve, but also to praise something," adds Kateřina Havlíčková about the functionality used. 

Look at HR from the employee's perspective 

This is also a feature of Pinya HR that has helped Katerina and the HR team especially in the early days of use. When setting up permissions, they were able to use the preview feature to check if the employee had been set up with the correct permissions and features needed for their position. For specific managers, they could easily check if they could see all the information about their team. 

However, if Kateřina had to pick the top three functions that save them time in HR, it would be reporting, personal questionnaires andbonus and deduction records. 

"With the help of a personal questionnaire, the new employee fills in his or her data himself or herself, so I don't have to enter the data into the system manually. And if I need any report, I just go to the employee list, where I simply click on what information I want in the report and generate it with one button. My colleague really appreciates the time and attendance closing function, which gives us a verifiable basis for payroll calculations," explains Kateřina. 

 With Pinya HR, Daktela has found a way to streamline its HR processes while getting rid of many manual steps. Whether it's reports, automated questionnaires for new hires, or clear attendance closure, each module of the system has quickly found its use. "Pinya HR has helped us to find order and streamline our already set processes. It has saved us a lot of time and hassle, allowing us to focus on what is most important - our people and their needs," summarises Kateřina. Daktela thus shows that digitizing HR processes is not only an investment in technology, but also in the satisfaction and efficiency of the entire organization. 

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