Employment Hero unifies Stedmans’ back office with transformative technology

Employment Hero unifies Stedmans’ back office with transformative technology

With a heritage spanning more than 30 years, Stedmans has earned a stellar reputation for excellence in corporate hospitality.

The specialist staffing agency has become the first choice for Sydney’s premier event companies, caterers, venues, restaurants and private clients.

At any one time, Stedmans has over 400 highly trained staff on its books, ready to serve the next event. As such, the company takes great care in the selection of its people, and quality training is a priority.

For such a successful people-intensive business, efficient systems are vital. Yet, on transitioning to a new accounting platform, the ability to integrate it with the company’s legacy payroll and staff rostering systems was limited. This meant Stedmans had to rely on standalone systems and siloed data for payroll, invoicing and recruitment.

Nicholas Luhman

Recruitment Coordinator at Stedmans

“All up, I’d say we save about 20 hours each week across the departments, which adds up to between 80-100 hours a month, depending on how busy we are!”

Data double handling

For invoicing and payroll, timesheets signed off by supervisors had to be emailed to the accounts department for processing. There, accounts staff manually entered the hours into the accounting platform

 

Manual payroll

For payroll, the accounts team used a timesheet control report from the rostering system. This outlined how many hours each staff member had worked and at what rate, including their gross amount and tax.

This data was manually keyed into the spend money function in the accounting platform so that staff payments could be made.

And, in terms of recruitment, job seekers would apply to work at Stedmans by filling out an application form online. If suitable they would be invited into the office for an interview.

Onboarding, forms, forms, forms

“When it came to onboarding successful applicants, we used a paper-based process,” comments Nicholas Luhman, Recruitment Coordinator. “I’d give the new employee a stack of paperwork to complete. This included signing their letter of engagement, and acknowledging our code of conduct and other workplace policies. Plus, they’d need to fill out the tax declaration form, complete the superannuation choice form, and give us their bank account details.

“If they were from overseas, either a student, or working holiday maker, I’d need to see their passports and take a copy of their visa.

“Once they had filled out these forms, they were required to complete the uniform check.  At this point, HR would create an individual file for each worker, with copies of this paperwork, and store it all in a conventional filing cabinet.

Luhman adds, “We’d enter the individual’s data into our booking system so that the individual could be rostered onto jobs as soon as they had completed the training.

“While we’d been running this rostering system for about 15 years, the inability to integrate it with our other business systems meant we had to find another way.”

Streamlining the process

Joana Oliveira, Office Team Leader at Stedmans was intent on finding software to streamline these processes and make the business operations more efficient. With a little research, she initially came across Employment Hero for recruitment and automated onboarding, and then discovered the company offered payroll functionality too that integrated with MYOB.

“At first glance, we could see that Employment Hero was the answer to our needs,” says Oliveira. So, we trialled the software, and really liked how easy it was to use, and how the team at Employment Hero were in tune with our unique needs.”

Smooth transition

During the transition period, Stedmans opted to customise Employment Hero’s functionality to their specific requirements. The company also chose to handle some aspects of the implementation themselves. For instance, the team at Stedmans uploaded all employee files and records into Employment Hero. While this delayed the transition timeframe somewhat, it also helped Stedmans minimise costs.

“Overall, the transition to Employment Hero was smooth, and their implementation team proved to be efficient and responsive to any queries we had.”

All systems go!

Since moving to Employment Hero, Stedmans has been able to integrate their bookings process with their accounts and HR systems.

“We now have one unified system that eliminates duplication and double-handling,” adds Oliveira.

“As you can imagine, this has freed up time in each department that we’re now redirecting to other areas of the business. For instance, the human resources team can now focus on recruiting high quality staff, placements and staff development.”

Enormous time saving

For Luhman, the onboarding process has been transformed. “Onboarding used to take me at least one hour per new employee to input the data from all those forms. Now it takes about one minute.

Onboarding down from 60 minutes to 1 minute.

“With Employment Hero, new hires complete all the HR forms online. And we are also able to upload employment contracts and workplace policies for the staff to acknowledge and sign online. All employee information, including their initial application form, now resides in one centralised location that you can access at any time.

“Because of the nature of our business, and our reliance on students and working holiday makers, high turnover is a fact of life for our business. We’ve had more than 25,000 staff on our books since we started operating.

“So now, with the responsibility to complete all the necessary HR forms online falling on the individual workers, we save so much time in HR admin, increasing the accuracy and timeliness of the information.

“In fact, in terms of the time it takes to get a new employee up and running in our booking system, and ready to be rostered on a job, it’s a maximum of five minutes.

All up, I’d say we save about 20 hours each week across the departments, which adds up to between 80-100 hours a month, depending on how busy we are!”

“With all this time freed up from process-driven paperwork, I’ve now been able to turn my attention to the future. For us, this means growing our people and investing in performance management.”

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