A system tailored to your needs 

Case study

Otwarte-Klatki-header
Otwarte_Klatki_logo
Industry
NGO
With HRnest since
2023
Number of accounts
65

Company description

Stowarzyszenie Otwarte Klatki (The Open Cages Association) is an organization that has been active in Poland since 2012, uniting individuals who want to change the fate of animals living on farms. 

The association is dedicated to enhancing the welfare of farm animals and ensuring that consumers are fully informed about the conditions under which these animals are kept.

Implemented solutions

How did the company manage before?

Stowarzyszenie Otwarte Klatki is an organization where effective work coordination is essential. Its main focus is on achieving operational efficiency, including in administrative tasks. 

 

Paweł Stec, the Operations Manager, is responsible for handling administrative formalities. When he first joined Otwarte Klatki, he used a tool that the organization had been using previously. However, as the organization expanded, the tool became increasingly cumbersome, with technical difficulties and poor communication with the provider. This led Paweł to start looking for a new solution that could efficiently integrate both administrative and HR functions.

Our previous system couldn't keep pace with our expansion, resulting in several constraints. This prompted us to seek a new solution. HRnest provides us with support not only for business trips but also for leave requests and personal files.

Pawel_Stec

Paweł Stec

Operations Manager

Implemented solutions

Compact solution

The previous tool used by the association before HRnest was implemented only managed business trips and leave requests. Other tasks, like managing employee contracts or medical examinations, had to be done outside the system because those features were not practical to use. With HRnest, all these functions are now accessible from a single dashboard.

When choosing a system, I wanted it to be as functional as possible. In HRnest, everything is available right away, simply by logging into one tool. 

Paweł found the implementation process intuitive and straightforward. The association split the process into two phases: technical and HR, utilizing the ready-made templates provided by HRnest. This made transferring the data very efficient, and it took Paweł about eight hours. 

Setting up the system and creating accounts for all employees took me no longer than 8 hours. I simply had to prepare the data following the template and send out user invitations.

Stowarzyszenie Otwarte Klatki website

Automatic notifications

HRnest allows for the collection of multiple pieces of information in one place, including those related to contracts, health and safety training, and medical examinations. The system offers automatic reminders that alert employees when these documents are nearing expiration. This keeps employees informed and allows them to keep track of important deadlines. The entire process remains clear and transparent for them.

With HRnest's automatic notifications, our employees are aware of when they need to take certain actions or expect follow-up communication.

Automatic notifications in the system are a feature that supports not only employees but also their supervisors. The HR department can monitor all deadlines and know when to take the appropriate actions, without the need to sift through piles of files or risk forgetting important dates.

The notifications in HRnest significantly organize the HR department's workflow, clearly indicating what tasks should be prioritized and how to plan the work. There's no need for extra files or calendar reminders.

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Accurate data

Otwarte Klatki was in search of a new tool that would offer an online leave request function. With HRnest, employees can easily submit their requests in no time, and managers receive immediate notifications. The organization also ensures that all necessary data is accurately entered.

Using online leave requests gives us confidence in the accuracy of our data. After six months of HRnest usage, we've encountered no discrepancies in the information sent to HR. This saves us time, as we no longer need to hunt for errors or make corrections.

For supervisors, HRnest makes managing leave requests much easier. Exporting and importing files is simple, which facilitates collaboration with external HR services. There's no need for manual reporting since data can be filtered, and a ready-made report can be downloaded in just a few clicks. The system also allows for the customization of request types, making it adaptable to the company's specific requirements.

Submitting leave requests through HRnest is fast and intuitive. Our employees have no additional questions and are satisfied with the speed of the process. Everything is straightforward and clear.

System customized to the company's needs

(Disclaimer: At the moment Business Trips are available only for companies that settle in Poland)

Operating as an association brings with it a range of additional requirements. The flexibility of HRnest allows it to be customized to meet your specific needs. For instance, Otwarte Klatki, takes advantage of the feature that allows them to manage business trip expenses without needing to issue a formal Travel Authorization Form.

HRnest is both user-friendly and adaptable to our specific needs. We can seamlessly integrate existing processes into the system.

Stowarzyszenie Otwarte Klatki collaborates with numerous volunteers. HRnest enables efficient data filtering, making it simple to categorize employees by department or contract type. The tool also allows the creation of a separate department for volunteers, managed in the same way as the company’s standard departments.

Thanks to HRnest, we can easily manage all staff, regardless of their contract type or employment specifics. Volunteers can effortlessly handle their trip settlements and use all the features available in the system’s panel.

Summary

Initially, Stowarzyszenie Otwarte Klatki (The Open Cages Association) relied on paper-based documents and accounting. They then transitioned to an online HR management tool, which only partially addressed their issues. With the implementation of HRnest, completed in just 8 hours, the company: 

  • gained consistent and reliable data entry 
  • uses a single source of information 
  • has access to ready-made reports 
  • customized the system to fit their internal HR processes 
  • introduced a functional system accessible from anywhere 
  • minimized human errors and misunderstandings 
  • secured access to all necessary, real-time updated information 
  • eliminates communication-related confusion 
Paweł Stec
Operations Manager
Stowarzyszenie Otwarte Klatki
otwarteklatki.pl
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