Optimio s.r.o.

Optimio s.r.o. has been in the world since 2009. Over the years we have worked ourselves up into a fullservice marketing agency that gives jobs to 35 people, which is certainly not a finite number. We are professionals in the field - we rank among 3% of agencies in the Czech Republic and Slovakia as a key Google agency, we are a certified Slik agency, a verified partner of Heureka, Mergada, a silver Shoptet partner.

The initial problem, or what was at the origin of cooperation

Google sheets. Great helper. Just click the share button and you feel like you've pulled in and informed everyone you need. There are 10 of us, and we only need a few.

3 years later.

There are 35 of us. We have a newbie spreadsheet that we send to the accountant. Also mega table with holidays, arrivals, benefits, birthdays. Next for training, a list of hardware and chips. Applicant database,...

As HR, I have my system. Hand it over to someone, explain? That would require a 100 page manual. We plan the holiday in the calendar, it is sent to the supervisor for approval by e-mail. If I cancel it, the supervisor will hardly notice it anymore. It's still the way it is now, but what are we going to do when we're 50, 100?

We have a need to address this. One system that governs all. To all our tables and needs. We search, compare, read reviews, go through demo versions. Functions and modules are everywhere plus-minus similar.

Solving the problem thanks to PINYA HR

PINYA wins in our mini tender because:

• We were actively engaged from the beginning by both sales director Ondra and subsequently product manager Dita

• we have found solutions to most of our requirements

• we like the price setting of the service, where you pay only for an active employee, i.e. the monthly payment changes according to the actual system load

• we were investigating how HRIS works with a similar company like us, and when they said PINYA, we were definitely clear.

After half a year of use, we are far from using all the functionality. As HR, however, I have a timetable for when I want to embark on what module. But we manage the basic needs and even this basic mode helps us a lot.

How?

• Tenders in one place and with it all interested people. HR and hiring managers. A clear overview of the candidate, what positions he is suitable for and all his outputs, from the CV to the elaborated task that he will receive at the selection. At the same time, it carries with it the status of what it looks like with him.

• The onset of a novice. Easy registration of all necessary data and documents. Inclusion in the organizational structure. Useful “left, right, up and down” view.

• Evidence of absence. We have recently added a very easy holiday approval process. It can be planned very clearly for the whole year ahead. When an employee cancels it and wants to reschedule, they have to go through the approval process again. At the same time, there is no unnecessary burden in the sense of approving absences such as sick days, doctor, or illness, these are entered in the calendar immediately.

• News. All the highlights and news in one place? To be able to target a message only to a certain group of people? That's what we really needed.

• Training records. So far, only OSH and PO, but it's nice to have it in place too. Moreover, with the fact that the training itself will remind itself that it already needs to be brushed off.

We managed the basic implementation of the system ourselves. We refused paid training. After all, we're a tech company, we don't need advice... er, er... Well, to a certain point, yes indeed. A lot of things are intuitive, after a moment of thought we managed to expand the dials, thanks to which we adjusted the system even more according to our needs. But even we, the smart ones, fell down at a certain point, and did not know how to proceed.

And we fully appreciated one of the reasons why we bought PINYU. We set up a meeting with product manager Dita. During a one-hour tailor-made consultation, we went through all the ambiguities and got everything up and running to the desired condition.

We will not lie, not everything is ideal. Just like that - PINYA can't handle Mac-based CSV file encoding. This finding hurt right at the beginning with the mass export of employees. The consultation mentioned a few lines higher helped.

What are we going to do next?

Take full advantage of the employee card.

Set Onboarding Newcomer.

Get E-lerning up and running.

Start working with employee reviews.

And what do we appreciate from PINYA going forward? An API that connects the system with Google Calendar, ideally with the entire Google Workspace.

We know that the PINYA system is not 100% used half a year after its introduction. Even so, it is an invaluable helper, without which we can no longer imagine an HR agenda.

For Optimio Jana Parmová, HR Manager