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

The size of a company is exciting, since the beginning of the study can be followed by the first process. This is also the case Dactely, the Czech leader among providers of solutions for customer care and multi-channel communication. With an increase in interest in their online solutions, the firm has grown during the pandemic from the original 40 employees to today's 180. As the number of workers neared 140, it became clear that the old practices, like record keeping in spreadsheets and shared folders, were no longer enough. In short, such a boom demanded more — an HR system that would bring clarity and ease the work of not only the HR department, but also managers and other employees.  

 Selecting an HR system with an emphasis on clarity and reporting

It all started in the fall of 2022. The HR team at Daktele was looking for a staffing system that would be clear, simple, provide appropriate reporting tools and allow variable permissions settings. vi. In the end, two Czech solutions remained in the narrow selection, and Pinya HR gained the upper hand between them.  

“The competitive system was more attendance-focused, which we didn't need. At Pinya HR, we were also convinced by the clarity and intuitiveness of the system, as well as the possibility of precise settings of permissions for accessing payroll. Although we were not looking for a payroll system, we wanted payroll information to be recorded in HR software, so we needed to set clear rules in data sharing permissions,” he explains Kateřina Havlickova, HR Consultant Dactely.  

When asked whether the management supported the acquisition of Pinya HR, Katerina answers in the affirmative. The need for an HR system was also felt by the head of the HR team, COO Karel Vujtek and the then CTO Jiri Towel. Het is op het Technologie department dat meest employees belonged, and therefore the use of a clear external tool was proffered. Thus, Pinya HR received the green light from the management and in January 2023 they decided to cooperate in Daktele.  

 Quick start with minimum training

Daktely after the decision, Daktely's HR team fully embarked on the implementation, which was record-fast. Dita,. The following training of HR team and managers took place in two weeks, in Czech and English. During the introduction of Pinya HR, Daktela was active not only in the Czech Republic and Slovakia, but also in Hungary, Poland, Slovenia and the United Kingdom.  

Sharp operation of HR software started in April 2023, with all employees getting access to it. How?  

“The staff 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 time for them themselves. In the implementation, we first focused on such functions that everyone can benefit from, such as an overview of their employee data or requests for leave,” says Katerina.  

Na novo sistema,. With Pinya HR, they can always look at the always current data about their team at any time without having to search for it in Excel. Previously, they had this data only on request from the HR department.

 Efficient data and document management thanks to digitization

At the first time, data and for and others. Bulk import helped them with existing data, so they didn't have to manually enter data into the system. Utilizing the Presence/Absence module, they could stop recording leave records in a separate internal tool and thus move the records to a single system. After absences, they then rushed to order the documents.  

“At the time of the introduction of Pinya HR, we were just going through ISO certification and we needed our employees to be demonstrably familiar with all ISO documents. The module made our work much easier Internal regulation, thanks to which we can see exactly what documents a particular employee got acquainted with, and when. In addition, this report is also available to the employee himself. “  

But the cleaning in documents is not over with ISO. In Daktele, they gradually upload all contracts and other succession documents to Pinya HR so that they do not have to fill them out manually each time. Thanks to the automatic generation feature, Pinya HR will fill in all employee data for them, saving them time and labor.  

“Although we use a different platform for internal communication, the module Nieuws We also use it, although perhaps uncharacteristically. We have a single news item hanging there, a title that invites employees to share what they are or are not satisfied with. We want them to see that they can always contact us and write what bothers them, what they would like to improve, but also to praise something,” adds Kateřina Havlíčková regarding the functionalities used.  

Look at HR from an employee's perspective

This is also the feature of Pinya HR, which helped Katerina and the HR team mainly in the beginning of use. Kada,. With specific managers, they could easily check if they could see all the information about their team.  

But if Katerina had to choose the top three functions that save them time in HR, it would be reporting, personal questionnaires duck registration of the bonus and registration.  

“With the help of a personal questionnaire, the new employee fills in his data himself, so I do not have to enter the data into the system manually. Y se necesito qualquer rapor, deve ser para o listo de staffo, dove ho simplemente clic qué qué informações que quiero no rapport e generar o com um botón. The colleague also appreciates the functions of closing attendance, thanks to which we get a demonstrably confirmed basis for calculating wages,” explains Katerina.  

Thanks to 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 employees or clear attendance closures, each module of the system quickly found its use. “Pinya HR has helped us find order and streamline the processes already set up. This saved us a lot of time and worries, which allows us to devote ourselves to the most important thing — our people and their needs,” Katerina sums up. 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.