Broker Trust: We were looking for an HR tool to meet the demands of today's digital age

Broker Trust is the strongest financial advisory company in the Czech Republic. It has been providing services to financial advisors and intermediaries since 2001. In addition to a top-notch background, it also bets on trust, stability and innovation. Therefore, in 2022, they decided to acquire HR software that will reflect their needs and help them in the continuous improvement of HR processes.

The entire HR agenda under one roof

This was the fundamental condition with which they went into the selection of the personnel system. The ideal HR software should cover the registration of all employee data, contracts and other documents, attendance and onboarding. In addition to these functions, Pinya HR also provided them with a clear record of tenders and candidates, which until then existed only in Excel spreadsheets. So, out of the three tested solutions, they chose ours.

“The biggest benefit of acquiring HR software is that we don't have to register one employee in three different systems,” says HR Manager Michaela Noskova.

Their original idea was that Personnel system will become the default system from which information will flow to the payroll and attendance system thanks to the API interface. In the end, however, they decided to change attendance assignments so that they could handle absenteeism assignments directly through Pinya HR.

Interconnection of HR software with ERP system

However, the question remained the integration with the ERP system, which also serves for the calculation of wages. In addition to exchanging information about newly established employees, it was also necessary to write data on absenteeism into the ERP system. Although the ERP system had been developed APIS documentation, the interface did not provide room to proscribe this data, and so we had to come up with an alternative.

In order to make the payroll specialist's work as easy as possible, our development team has built in Pinya HR a function that allows the export of absences in a format from which the ERP system can retrieve all the necessary information. Thus, instead of manually rewriting hundreds of employee data, the payroll specialist vacation and other absences, it imports all the information from Pinya HR into the ERP system in a few clicks.

“The technical side of the matter had to be resolved. With this, we did not hesitate to contact the product manager Dita, who partnered with the supplier of our payroll system. The support of the entire Pinya HR team is great and they always try to accommodate us. Even in this case, Dita communicated everything related to the connection itself. We are always informed about the progress and are in copies of important emails,” says payroll specialist Jana Matějková.

Training and support par excellence

But finding a suitable partner to digitize the HR agenda and solve integrations is far from the most important thing. In order to be HR Software It is really beneficial for the company, you need to be able to work with it effectively. Of course Michaela and Jana know this, which is why at the beginning of the collaboration they completed three trainings with our product manager Dita Salaykova. How does he retroactively evaluate the entire training process?

“We have to appreciate the time Dita has given us through training. But what I would like to pick up is significant help in gradually launching individual modules and “pouring” data. We had our HR processes and Dita helped us set the system rules so that everything worked as we wanted.”

Tak Dita training process with HR department Broker Trust ended by sending access data to Pinya HR to all 120 employees who were able to use the HR software to the fullest from the first login — for example, see all their employment data, apply for leave or look at their employment documents.

Document generation, export and registration of candidates

These are just three of the full list of features that save people in Broker Trust's HR department time and free their hands. When asked which function is the best, Michaela and Jana react differently in relation to their positions.

“I really enjoy the features that help me when starting a new employee. Starting with the fact that the employee himself fills in the basic data using a personal questionnaire, to the labor law documentation, which I prepare literally in two clicks. I don't have to fill in any data manually because Pinya HR will fill it in automatically for me. Thus, the preparation of the employment contract and other enlistment documents reduced me by 75%,” says payroll specialist Jana.

HR manager Michaela is there for every news they introduce to Pinya HR. They actively use reporting functions, newsNotifications, but also questionnaires and employee reviews. They also appreciate the functions for managers, where they can access important data of their subordinates without the help of HR - whether it be documents, notifications about the end of the probationary period or information about the development of wages.

“But there is much more to it. The Pinya HR team is constantly working to improve the system, so that we too can gradually digitize more and more processes. I appreciate that the people at PINYA are open to our feedback and comments and really respond to them,” adds Michaela.

Although it is Pinya HR primarily a personnel system, thanks to the tendering and tenderers module it helps Broker Trust with by recruiting.

“We want to have all the data and information in one place, so we decided to use this module as well. The biggest added value is that at the end of the selection process, we can turn the selected candidate into a one-click employee. We do not need to duplicate anything, because Pinya HR will transfer all the applicant's data to the newly created employee card,” praises the Michael module.

However, after a successful selection process, communication with the newcomer continues actively. With their own email templates, they set up a series of welcome emails in the HR department. “We want to be in touch with the newcomer before boarding and give him the confidence that he knows what's coming next,” says Michaela. In addition to the important information and instructions that need to be completed by the day of arrival, the newcomer also lets them know that his new team is looking forward to it.

However, this does not end with employee registration and recruitment alone. They already use most of the features in Broker Trust Pinya HR and more are on the plan. In the near future, they want to focus on the use of checklists, the property module, the extension of notifications, and also use the latest requests module to which they want to move the latest Excel forms. And as yet, they can count on our support to digitize these HR processes.