A simple and user-friendly HR system 

Case study

Cyfrowe-header_c
cyfrowe_pl_logo
Industry
E-commerce
With HRnest since
2023
Number of accounts
139

Company description

Cyfrowe.pl Sp. z o.o. is a company with over 20 years of experience in the e-commerce industry, specializing in the sale of photo and video equipment. In addition to its online store, the company operates seven physical showrooms in cities such as Gdańsk, Kraków, Katowice, Łódź, Poznań, and two locations in Warsaw.

The company offers a wide range of products, including digital cameras, camcorders, lenses, drones, and photography and film accessories. Cyfrowe.pl also organizes workshops and training sessions for photography and film enthusiasts, provides equipment rental services, and offers the option to purchase used gear with the possibility of trading in customers' own equipment as part of the transaction. The company places a strong emphasis on professional advice and comprehensive customer service, cementing its reputation as one of Poland's leading suppliers of photo and video equipment.

Implemented solutions
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How did the company manage before?

Cyfrowe.pl places great importance on automation and process efficiency. From the outset, the company sought solutions that could combine automation with process optimization.

Anita Turek-Lizakowska, the Head of Administration and HR, was searching for a platform that would allow seamless management of three companies within a single interface. Previously, the tools the company used were not only rigid in functionality but also challenging for users to navigate. As a company dedicated to user convenience, Cyfrowe.pl needed a system that could fulfill all their expectations, particularly in terms of usability.

We wanted to eliminate the need for managers to juggle multiple logins and passwords just to approve employee requests. HRnest provides a centralized panel where we can efficiently handle leave management, track working hours, and stay on top of critical information without missing a beat. 

Anita Turek-Lizakowska-w

Anita Turek-Lizakowska

Head of Administration and HR

Implemented solutions

All your companies in one place

Cyfrowe.pl encompasses three distinct legal entities and requires a system capable of managing all of them without relying on multiple admin accounts. HRnest simplifies this by centralizing all essential information, enabling managers to perform tasks seamlessly within a single interface. Employees from all entities can access their absence records, which significantly simplifies communication and enhances daily workflow.

Previously, approving leave requests was cumbersome, especially for executives handling employees across various entities. With HRnest, this issue has been resolved - managers only need a single login and password to oversee leave requests and work hour tracking efficiently.

Cyfrowe.pl appreciates the adaptability of HRnest, which allows customization to meet specific business needs, such as adding new absence categories, department labels, or employment types as needed. Setting up workflows for approvals and schedules is quick and straightforward, taking just minutes.

The robust reporting functionality of HRnest, including advanced filtering options, offers comprehensive insights across the entire group, eliminating the need for manual adjustments or entity-based segregation of data.

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Effortless system operation from day one

From her very first login, Ms. Anita found the system easy to use. The HRnest panel is designed to be so intuitive that users can operate the tool without needing to consult instructions. Migrating data for more than 100 employees, including leave limits and outstanding leave balances, was completed in just six hours.

The integration process with HRnest was incredibly satisfying. Even though I was working with a new system, I felt confident and at ease, and the entire process took no longer than 6 hours. 

Cyfrowe.pl prioritizes addressing employee needs. As soon as the inefficiencies of the previous solution became apparent, the company took swift action to implement changes. HRnest is simple and user-friendly, ensuring that most users can navigate it with ease. If support is needed, resources such as the online Help section, the interactive HRnest Academy, or in-tool tutorials are readily available.

Before choosing a tool, the company faced the challenge of not only automating processes but also reducing growing employee fatigue. Manually inputting data and constantly asking questions caused frustration among the staff. With HRnest, this issue was successfully eliminated.

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Enhanced oversight of leave management and work hours

Moving away from inefficient and time-intensive procedures by adopting HRnest has enabled Cyfrowe.pl to enhance its control over HR operations. Employees can now submit requests with just a few clicks, and managers have immediate access to relevant information without the need for manual data entry into the HR system. Additionally, automated email notifications keep both employees and managers informed about any updates in the system.

The implementation of HRnest has simplified work hour tracking, especially for overtime. Employees no longer need to create additional reports, and managers can be confident that all data entered into the system is accurate and up to date. 

HRnest allows users to easily track work hours, as well as submit and approve leave requests in just a few steps. The leave planning calendar provides a clear overview of the company's current status, showing who is on leave and employees' upcoming vacation plans. With access to this centralized view, Cyfrowe.pl can efficiently plan workloads during the busiest times of the year.

HRnest also enables employees to check their leave balances directly, saving both their time and mine by reducing unnecessary inquiries. All the essential information is conveniently available in one place.

Structured operations and compatibility with external systems

Ms. Anita’s approach to work is defined by her precision and attention to detail. This has resulted in many of Cyfrowe.pl’s processes being meticulously documented in internal guides. HRnest helps maintain order in the numerous HR procedures the company follows daily.

The system ensures systematic and precise recording of employee overtime. What once required extensive manual effort has been fully automated, providing significant relief to both employees and managers, who no longer need to input data manually.

One standout feature of HRnest is its ready-to-use reports, which simplify the summary of specific periods. These reports can be filtered by year, month, department, individual employee, type of request, or contract type. This makes it possible to generate end-of-month summaries and retrieve necessary data in just a few moments.

Thanks to the integration of HRnest with Comarch Optima, I can quickly and seamlessly import all the data required for payroll processing. The system is so intuitive that I don’t need to spend time reading instructions, which enhance efficiency and speed up our processes.

Summary

Cyfrowe.pl sought a solution to enhance the efficiency of its HR processes. Key factors in selecting a tool were its user-friendly interface and ease of implementation. By adopting HRnest in just 6 hours, the company achieved: 

  • a versatile system that can be accessed from any location 
  • improved oversight of time tracking and leave management 
  • centralized and reliable information in one place 
  • instant access to up-to-date data whenever needed 
  • greater accuracy and coherence in data management 
  • reduced risk of errors and miscommunication 
  • eliminated communication chaos with constant data availability 
  • said goodbye to previously time-consuming solutions
Anita Turek-Lizakowska
Head of Administration and HR
Cyfrowe.pl
cyfrowe.pl
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