Trust HRnest for easy process automation

Case study

Case Study Zaufane-header
Case Study Zaufane-Logo-Dark
Industry
Opinion marketing
With HRnest since
2023
Number of accounts
24

Company description

Zaufane.pl is a platform designed for collecting, managing, and publishing reviews about products and stores. It enhances marketing strategies and helps drive sales by promoting positive customer feedback. 

The company operates in 26 languages. As an official Google partner, it enables the display of gold stars in text and product advertisements, improving conversion rates and fostering trust and credibility.

Implemented solutions

How did the company manage before?

Zaufane is a company that carefully plans its internal processes. Since its inception, there have been ongoing efforts to automate them. 

Sebastian Horoszko, the CEO of Zaufane.pl, sought a solution to eliminate the manual approval of leave requests and the tedious task of filling out attendance sheets. The need to physically send documents to employees resulted in longer response times and increased costs. The company required a tool to simplify HR processes and minimize human errors.

We needed a system that would meet our expectations and support our existing processes. Once I started using HRnest, I knew it would enable us to progress efficiently.

Case Study Sebastian Horoszko

Sebastian Horoszko

CEO

Implemented solutions

Simple and quick implementation

Before implementing HRnest, Zaufane carefully structured its procedures for managing leave, tracking working hours, and break periods. During testing, they discovered that HRnest could replicate every planned process. The team embraced the product so well that even during company changes, there was no thought of switching tools. Instead, they focused on further enhancements that HRnest could facilitate.

The system was received so positively that during organizational changes, switching to another tool was never considered. The only question was how else we could optimize with HRnest. From the beginning, I knew that this system would help us move forward.

For a leader, implementing a new tool involves a lengthy decision-making process. However, Sebastian decided on HRnest within a few days. The implementation was split into two phases. First, Zaufane deployed the Leave management module, spending about a day on preparation and data import. The next phase involved the Work time module, which took less than four hours.

In fact, the decision-making took the most time. The system implementation was very smooth and caused no issues for administrators or employees. Setting up the Leave management module took about a day, and the Work time module about 4 hours.

Access to the system from anywhere

The way the organization's leader works is quite different from an employee's routine. Sebastian frequently travels, which often prevents him from being in the office. Signing or approving requests on-site was difficult during business trips. HRnest offers access to the system from any device with internet access. You can approve requests or check working hours with just a few clicks, even while traveling.

As a leader, I attend numerous business meetings and trips. With HRnest, I can manage the company remotely. I no longer need to be in the office to sign requests or attendance lists.

Zaufane.pl utilizes a distributed work style, with employees working fully remotely both in Poland and internationally. The process of sending documents and getting them back to the headquarters was time-consuming and costly. With HRnest, all necessary data is readily available. There's no need to search through emails or wait for mail deliveries.

Previously, I had to search for requests in emails or be present in the office to sign a document, which then had to be sent to the employee. Now, I handle everything through a single panel, saving both time and money.

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Flexible working hours and partial leave

Due to the distributed work style, company Zaufane implemented flexible working hours. With  HRnest, every hour worked is logged into the system. Employees can record their breaks and don't need to be available for eight consecutive hours. This flexibility helps employees align their schedules with their lifestyles and simplifies hour tracking for administration.

Implementing HRnest made it easier for us to adopt flexible working hours. We now have clear visibility into the actual hours worked, which helps me manage work planning and task allocation more effectively.

HRnest not only simplifies the recording and tracking of working hours but also makes it easy and quick to process leave requests. With a few clicks, you can approve or reject a request. Zaufane also implemented partial leaves, which were very time-consuming to handle manually. Approving requests, calculating hours, and manually figuring out leave limits required the involvement of multiple people.

The system automatically calculates leave limits and hours, which is especially useful for partial leaves. This allows employees to balance their important tasks with taking a few hours off. 

Greater control over time tracking

Tracking and recording work hours is a significant challenge for employers, who must comply with all formal and legal requirements. As the head of the organization, Sebastian wanted to ensure that all data was accurate and that remote work limits were adhered to.

Using HRnest has provided us with accuracy and consistency in time tracking since the data is always available in the system. We now log everything more precisely, saving about 20% of the time that was previously dedicated to meticulous record-keeping.

The organization adopted several methods for tracking work hours, all supported by HRnest. Most employees use QR codes, which they scan to document their work hours, ensuring that entry and exit times are recorded accurately in real-time. For other types of contracts, such as freelance or B2B, Zaufane uses the Start/Stop method, where employees indicate the start and end of their work.

Many of our employees use QR codes to accurately record their time in the office. Those with different types of contracts use time indication or the Start/Stop method to align their work hours with their needs.

Time and resource efficiency

Using an HR system saves both time and energy for the employer and all employees. Zaufane estimates that they save around forty work hours per month just for their staff. Additionally, the Administration Department saves an extra workday that would have been spent preparing and sending reports to external HR.

Each employee at Zaufane saves approximately 2 hours per month due to HR process automation. The Administration Department saves even more time as they no longer need to search through emails and respond to various queries at the end of the month. They simply export a ready-made report.

HRnest not only saves time but also money. Preparing, printing, and physically sending documents generated additional costs for the company. Now, external HR teams have access to the system and can independently export the necessary reports directly from it.

Since we implemented HRnest, we no longer spend money on monthly report shipments to external HR. All required information is available in the system, and exporting it takes just a few clicks.

Summary

Initially, Zaufane managed its processes manually, which was both inefficient and time-consuming. The organization sought a system to replicate its established procedures. By implementing HRnest, which took just 1 day, the company: 

  • saves 20% of time on work time tracking 
  • saves each employee 2 hours per month, which totals about 40 hours monthly for tasks other than HR processes 
  • saves the administration department about one workday per month 
  • implemented a versatile system accessible from anywhere 
  • enhanced control over time tracking and remote work limits 
  • reduced human errors and misunderstandings 
  • relies on a single source of information 
  • has real-time access to all necessary information 
  • improved the flexible working hours and partial leave model 
Sebastian Horoszko
CEO
Zaufane.pl
zaufane.pl
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