ASAP HR Group was one of the first staffing companies to adopt the PratoFlex - CheckHub integration at the beginning of 2021. It is with great pleasure that Joeri Schutters, IT Manager at ASAP HR Group wishes to share his experience and perspective on this solution. Hi Joeri! Why were you actually looking for a platform to collect documents digitally? Before we came to you, we had a situation where forms such as letters of intent and registration forms were still being printed and filled out on paper. These were then scanned by the consultant and sent to the consultant's mailbox via email. After that, these documents still had to be manually stored in PratoFlex. A consultant would spend around ten minutes on each document, involving a lot of back-and-forth between printers and scanners. Additionally, we also requested many other documents from our temporary workers, such as certain certificates, identification documents, and other certificates. The same time-consuming manual paper process applied here as well. Moreover, we had absolutely no control over the quality of the submitted documents. Was a driver's license indeed a driver's license? Was this document still valid and readable? Was a specific certificate the correct document? Furthermore, these documents were often stored and classified incorrectly. There was no fixed naming convention used to easily locate documents. So, we started looking for a solution that would save our consultants a lot of time and provide us with more assurance that we had the correct documents and a complete file for all temporary workers in our system. The combination of CheckHub integrated with PratoFlex offered us the ideal platform for this purpose. The fact that the user experience for both consultants and, especially, temporary workers improved significantly was also a very positive development. Of course, it all began with setting up your account on the CheckHub platform to get started. How did you experience the preparation and startup process? As one of the first customers for this integration with ASAP, we paved the way. CheckHub was one of the first integrations developed using the new API at Prato. We did some pioneering work that other customers now benefit from. Fortunately, the CheckHub platform was already in place, and the API documentation and standards were very good and professional, so this process didn't take too much time. However, since the API integration between PratoFlex and CheckHub was not yet available, we had to provide a lot of input to outline the most efficient flow, determine the right triggers, and specify where (and for how long) certain documents should be retained. For the setup of the account itself, we had a kick-off call with you of less than an hour to discuss the best setup for us. After that, it was straightforward for us to send you the right documents we used, along with the texts and other information for the platform. A few days later, everything was ready, and we could start testing. If there's an issue or a particular adjustment needed, how do you and your colleagues experience the customer service and level of service? I don't think there have been any real problems up to today. For instance, to my knowledge, there has never been downtime on your platform. My colleagues tell me that responses are very quick when a specific adjustment is needed. The response usually comes on the same day. You are very accessible, and solutions are delivered efficiently. The setup of the PratoFlex - CheckHub integration has been well done, and it's easy and flexible to add new things like new document types or forms that we want to handle in the same flow with the temporary workers. Our users can log in to your platform to make certain changes themselves. And perhaps the most important question to ask: what are the main benefits that you have been able to achieve today thanks to the PratoFlex - CheckHub integration? The most measurable result is the time savings we now have during registrations. This is around 60%. So, our consultants can spend much more time on correctly matching and placing candidates, making our clients more satisfied. Also, our files are much more complete. Without investing extra time or effort, we have a more complete digital archive. This provides a great deal of reassurance in terms of compliance, and if, for instance, there is ever an audit to check if we have all the correct documents for all candidates and have performed the necessary checks. Right from the start, the consultants are very pleased that the entire administrative burden of handling documents has been removed from them. Moreover, the transition went very smoothly. Little adjustment was needed, and the consultants could continue working seamlessly from PratoFlex. The only manual task they have to do now is check a box next to the required documents, and from there, the process is entirely automatic. At the end of this process, the correct documents with the right names are in the appropriate folders in PratoFlex. One idea for improvement is that while everything is now in PratoFlex, we don't have an overview (like a dashboard) of which documents were requested at what time. In the integration we had made with CheckHub through our ATS (yes, we've indeed gone a step further and integrated CheckHub with our ATS to maximize efficiency), there is, for example, such a dashboard built-in, allowing consultants to see what has been requested and provided at a glance. One thing I definitely want to mention is that the ability to validate documents automatically through the CheckHub platform is one of the most important elements that allows us to achieve the efficiency and time savings we talked about earlier. The fact that we are now certain that a submitted certificate, driver's license, ID card... is indeed the correct, valid, and readable document makes the process much easier for the consultant. Furthermore, our data quality has greatly improved, and we are also in a much better legal position because our files are now (timely) complete.
Testimonial
Driven by the search for efficiency and going more digital, Job Talent began using the PratoFlex - CheckHub integration in 2021. What has been their experience and feedback regarding CheckHub? Good afternoon, Jela. Let's start by outlining how the document collection process for temporary workers used to work at Job Talent. Before we started using the PratoFlex - CheckHub integration, the collection of documents for these temporary workers involved a lot of paperwork, not to mention a significant amount of paper waste. At Job Talent, we've become increasingly aware of the environmental aspect of our operations. It was an administrative hassle where we had to print documents such as declarations of intent and information sheets, fill them out with the candidates, and then scan them to an email inbox. Afterward, these documents had to be stored and correctly linked to a candidate. Therefore, there were numerous (manual) steps in this process, leading to a considerable waste of time. Even for items like ID cards or bank cards, we had to use a photocopier to make copies, scan them, save them, and link them. Of course, it all started with setting up your account on the CheckHub platform to get started. How did you experience the preparation and the startup process? That was actually very well organized and went very smoothly. Our contact at CheckHub set up a call with us where we went through everything that needed to be provided. This included our logo, a list of document types, and the submission of several forms. CheckHub even had standard templates ready for email and SMS messages and profile pages, which we could choose from or make our own modifications to. So, we didn't need to be creative ourselves and start composing texts from a blank page. As a result, the time and effort on our end were minimal. How have you experienced CheckHub's service up to today? Every time I send an email with a question, I receive a reply from you on them same day, and almost always with a solution or a proposed alternative. What I've also greatly appreciated is the honesty. I remember that the CheckHub feedback on certain complex startup documents was that it would take too much time and money to include them from the start, and they asked if we wanted to wait for that. We could immediately make a significant efficiency gain by starting with the rest of the document set. So, if I may summarize: CheckHub is very transparent and quick. And perhaps the most important question to ask: what are the main benefits you have been able to achieve today thanks to the PratoFlex - CheckHub integration? Here we must say that thanks to this integration of CheckHub into PratoFlex, we've seen a very positive evolution. Where we used to waste a lot of time or even forget to follow up on the files, it is now an automated process that requires little to no manual intervention. Besides the time savings, it's also much easier for a temporary worker to do this comfortably at home via smartphone or computer, and they can upload or fill in all documents in a single step. To be complete, I have to mention that there are, of course, still people who don't upload or sign the requested documents. These need to be called again. But this number is much smaller than we initially thought, and it's decreasing more and more as we go further. If we just look at the declarations of intent and information sheets, for example, we save a lot of time and our files are much more complete. And, of course, we are of course truly going 'paperless.'
Clinics of Europe is a hospital group comprising three clinics at three different sites. Each time a new doctor or assistant enters the clinics, a multitude of documents needs to be collected, completed and signed. This involved a massive administrative and time-consuming burden on our HR staff. Using the online version of CheckHub, there was no need for IT integrations on the client side. The Clinics secretariat was therefore able to use the solution the day after entering into a CheckHub contract. The time spent on these administrative tasks was reduced by 80%.
To take the step towards paperless work as an HR service, a tool for signing contracts was indispensable. But Checkhub does more. All documents that need to be read, signed, or delivered during the onboarding process are provided to the future employee with just a few mouse clicks. We are finally entering the 21st century. Instead of getting lost in masses of paper, we can now establish a digital workflow that culminates in a digital dossier. New colleagues can now manage all the paperwork associated with their recruitment from home using their smartphones. Signing a contract has never been easier.
You have probably also drawn up a roadmap yourself or there are plans within your company to automate and digitize more. Often this concerns how you deal with the exchange of documents with the new incoming candidates as well as with the placed temporary workers. Your ambition is to offer your temporary workers a better service and experience on the one hand, but also to be able to work more efficiently internally. In addition, increasingly strict compliance rules require that we are always in perfect order and that all temporary employees have all the necessary documents and that their file is complete at any time. The prevailing pandemic inevitably also means that the aim is to avoid physical contact and travel where it is not really necessary. We already work with fewer consultants present in the office and then we prefer that the temporary worker no longer has to come by to deliver, fill in and sign documents. The above is certainly also true for existing CheckHub customers. Only through the CheckHub platform they now have a solution that makes all this possible and that will also take a lot of tasks off the hands of the consultants so that they have the opportunity to focus on other elements which provide more added value, such as being able to effectively place more candidates. You can consider developing a digital tool yourself, because this requires a certain investment. However, what we observe with the CheckHub customers is that the investment costs to implement the CheckHub platform are often recovered after one or two quarters. During a recent POC (Proof of Concept) that we performed with a Belgian medium-sized temporary employment agency, it appeared that even without integration between CheckHub and their management system, there was already a reasonable time saving for the consultants. The four hours a week that a consultant spent collecting, validating, scanning, renaming documents and chasing candidates by email and phone to deliver everything was easily reduced to half an hour. This became even more so when declarations of intent and information forms were handled digitally. Immediately more time was available to focus on placing the candidates. And the legal department was also satisfied, because the percentage of files that were completely in order increased dramatically. After the POC it was decided to integrate the customer's management system via API with the CheckHub platform. This meant that the consultants did not have to use any new system. The CheckHub system received input via the API connections from the existing management system of the customer, the documents were automatically collected and processed and then returned to the existing system via API. What does an investment in the use of the CheckHub platform mean in concrete terms? We made the calculation based on an average estimate of the time spent of 15 minutes per new enrollment. This is a very conservative estimate as many candidates involve multiple documents. These can be documents that must be provided by the candidate, but also documents that must be completed, accepted and / or signed by the candidate. We are thinking of declarations of intent, information forms, workstation sheets, certain policies or guarantee documents. In the latter category, the time it takes to get everything back correctly completed and signed can be much longer if this is done via the traditional way of e-mails, scans and attachments. The customer receives approximately 50.000 new registrations per year. If we then calculate the cost savings on the basis of an average hourly cost of a temporary employment consultant, we arrive at an equivalent of almost 2 FTEs. We take into account the fact that the consultants do still spend time on these documents, but thanks to CheckHub, this can be done with 60% less time spent. This investment pays for itself here after six months. What if, in addition to the new registrations, we also include the old candidates who have to be placed again? If we include this group, taking into account that the time today for an "old" candidate is lower, half in our simulation, because certain documents are already available, we arrive at a payback period of 3 months. Speaking of an easy decision...
Hospitals are a bit like small cities. Next to their medical staff, they have their own administration, HR, technicians, kitchen staff, cleaning department and maintenance personnel. For one of the bigger hospitals in Antwerp this means that they have between 4.000 and 5.000 collaborators to deal with. This causes a big stream of employees coming in and leaving the hospital which poses a heavy burden on the hospital’s HR department. While searching how they could move away from the signing of the paper employee contracts by their CEO, their HR Director and finally the candidate, they came across the CheckHub platform. CheckHub helped them to set up an easy and efficient process to collect the signatures in a digital very user-friendly manner. The only manual step remaining is an excel import of a file containing the data of the new employees (a file they were keeping anyway). After the import the process is fully automated and digital. The new digital process was set up and introduced in a matter of a few weeks. Because they quickly saw the benefits and ease of the CheckHub platform, the hospital decided to add other documents and forms they were exchanging with their personnel to this digital flow as well. Think about forms related to the mean of travel to work, tax, work regulation, part-time work but also checklists, declarations etc. They also decided to add other target groups like independents, students and doctors in formation (Artsen in Opleiding – ASO). For ASO they added one extra person that needs to sign the contract. This speeded up the time of file completion with weeks. In less than 6 months they exchanged on average 12 documents with close to 500 new employees and students via the CheckHub platform. The gain in time and efficiency is substantial. The hospital now saving around 75% on the time normally spend on document administration of new staff. Moreover, they were able to get rid of the big paper folder of contracts that needed to be treated manually first by the CEO, than by the HR Director and finally by the new employee.
The customer is one of the largest temporary staffing firm in Europe. The company, in its Belgian subsidiary, is handling about 1 million documents per year. Concerned documents include: identity cards, curriculum vitae, diplomas, driving licenses, among others. CheckHub is now successfully automating the process of collecting and validating those documents from candidates. The time saving in the administrative department (30 FTE) of that company is estimated to be 60%. This averages a cost saving of 900.000 € per year. Challenges: The organization was confronted with a paramount of manual tasks. Examples are requesting, validating and processing documents of (potential) candidates. Intensive tasks which is open for human error. Either from the organization or the candidate side. In the long term this organization is suffering from his own succes. With a growing database of vacancies and potential candidates, the paperwork and effort needed was growing as well. Solution: The client understood that a digital transformation was absolutely necessary. The digitization and automation of all processes concerning document management and processing to monetize its’ possibilities. This customer chose to automate those tasks through a full integration via SQS Messaging Service. The integration in their document management interface resulted in the following tasks’ automation: A branded portal for candidates, accessible from all devices. Sending reminders per texts and mails to candidates. No app to download, no login, no password. Easy and secured magic link for candidates. Automated validation of documents. Automated restrictions on mime type during upload. Automated conversion from different mime types to pdf documents. Documents recto and verso being merged in one single file. Renaming documents according to internal nomenclature. All documents being sent back to our client’s servers, in real time. Full integration of CheckHub in their front-end interface. Results: With CheckHub facilitating the solution to fully automate and process documents lead to the following results: Integration time: 1,5 months Integration resulted in the reduction in time spent on administrative tasks by 60%. Total time spent on administrative tasks previously to CheckHub’s technology implementation was estimated to 18 FTEs equivalent. 50.000 € is the average FTE cost for the identified positions. Cost saving sums up to 900.000 € per year.
The customer is a notary office with 15 employees. The employees responsible for the administration are confronted daily with the manual handling of many documents. They need to collect and validate documents such as identity cards, deeds, declarations of succession, bank extracts, wedding contracts, leaseholds, insurance contracts, etc. They are handling 200 documents on average per day. Challenges: The organization was confronted with a huge amount of manual tasks, mainly with a dependency on the client side. Most cases require a decent effort from the client side. This can either mean that the client needs to pre-fill certain forms and/or deliver specific documents like an ID. Managing this process (requesting, processing, verifying documents etc.) consumes a lot of time from the persons involved. Other example tasks occupying staff are: Sending emails to multiple persona to ask for documents prior to opening a file of succession, the sale of a property, a divorce, etc. Making phone calls to remind different people to take action and deliver the requested documents and information. Collecting the documents via emails, but also via post or clients delivering the documents in person. Opening those documents (emails + pdf attachments or paper photocopies coming via post). Checking document types’ validity. Converting non-pdf documents into pdf documents. Merging separated files into one single document (ex: 4 separate pages of 1 Wedding Contract). Renaming the documents according to the internal nomenclature (ex: doctype_notary_date_clientname.pdf). Solution: This customer is now using the online CheckHub platform. From there, all necessary documents are collected and processed in a digital and automated manner. All manual tasks are eliminated or reduced to an absolute minimum. The notary office is able to reduce the time needed to complete a file and saves up to 50% of the time spent on the administrative tasks. Moreover the experience of the clients is improved as well. Results: With CheckHub facilitating the solution to fully automate and process documents lead to the following results: A total timesaving of 50%. All requests for documents are automated per email and sms. All reminders are automated per sms and mails. Automated validation of the documents. All documents are available and secured via CheckHub’s platform.
« Within a few clicks, we were able to compile our employees' intentions to participate in the strike and gather their scheduled working hours for the day of the strike. This proved to be a valuable time-saving measure in managing understaffing and allowed us to reach all staff, whether they were present or absent. »