How Ecomail managed the growth of the company thanks to the digitization of HR

As the team grew, it became clear that such a way of managing HR processes would not stand up in the long term. If Ecomail wanted to keep up with its own growth, it needed a solution that would save time and keep everything under control. Therefore, he decided to digitize HR processes and gained not only overview, but also greater certainty in the daily agenda.

Challenge: rapid growth, complex HR processes

Ecomail is a Czech marketing platform that has experienced rapid growth in recent years. The team expanded to nearly a hundred people and about 25 new colleagues were added each year. But the HR agenda quickly became unbearable — most of the processes were handled in Excel and via emails.

Onboarding new employees meant complex paperwork filling out, printing, signatures, scanning and sending back. Every typo meant extra work, a forgotten date brought delays, and complex document searches took precious time for HR and the accounting department.

“Every month, new people came to us and we handled everything by e-mail, in Excel or passing printed papers between the doors. At the rate at which we were growing, it was inefficient,” says Aneta of Ecomail.

It was clear that if Ecomail is to continue to grow while maintaining order in processes and people's satisfaction, the HR agenda needs to undergo a major change.

Solution: Pinya HR

Ecomail was looking for a system that would be simple, intuitive and at the same time cover the entire HR agenda. He opted for Pinya HR. The system offered everything the team needed — from records of employees, via electronic signing documents, up to HR reporting.

“When I first went through Pinya HR, it was clear to me that the system was designed by someone who really understands HR. This is rarely seen in the market. Most of the tools are rather technical, but here it was known that there is practical experience behind it,” adds Aneta.

Step-by-step implementation

• Clean start — Ecomail decided not to start with a complicated transfer of historical data. They set everything from scratch to a clearly set deadline. Thanks to this, they had up-to-date and clean records from the beginning.

• Engaging a team of leaders — the system was tried by the heads of individual departments and helped to adjust the details according to their needs.

• Support and training — the training was conducted in the form of illustrative demonstrations, which were based directly on the daily situations of Ecomail. The training record has become a practical guide for future team members.

• Supplier flexibility — the Pinya HR team responded quickly to comments and suggestions, and in a number of cases directly incorporated them.

Benefits: fewer mistakes, more time

With the deployment of Pinya HR, Ecomail's HR agenda has changed beyond recognition.

• He's fast onboarding — contracts are signed electronically, new colleagues join without unnecessary paperwork.

• Clear overview ---- records of employees, property Even attendance is in one place and always up to date.

• Automation — the system monitors the terms of contracts, medical examinations or anniversary of employment relationships.

• Reporting — HR has accurate data for strategic decisions, preparing statistics and payroll documents takes only a few minutes.

• Saving time — the whole team saves hours of work per week that can be devoted to people and company culture.

“Finally, we have a system that matches our growth rate: it unifies records, speeds up onboarding and ensures that all processes from the start to the departure of the employee are clear and without unnecessary administration,” summarizes Aneta Hrouda from Ecomail.

The result: HR as a growth partner

Pinya HR has helped Ecomail transform HR processes from manual and error agenda to professional system support. Today, the company manages recruitment, onboarding and employee records quickly, reliably and with a minimum of administration.

Digitalization of HR has become a natural part of everyday work and has opened the HR team space for the most important thing — the development of people and company culture. Whether it's employee satisfaction, faster training of newcomers or handouts for management, Ecomail has everything under control today.

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