Scalable onboarding a perfect fit for fast-growing tech firm Skedulo

Industry:
Software Technology

Outcome:  

  • As Skedulo started ramping up their hiring activity they moved away from manual HR tasks. With Employment Hero, they no longer use spreadsheets to manage employee information, or have to manually send out letters of offer and physically scan signed documents. Now there’s no need to manually enter employee data into their Payroll system Xero.
  • Skedulo synced Xero with Employment Hero, integrating their HR and payroll systems.
  • Since switching to Employment Hero, the onboarding process at Skedulo is fast and seamless and supports their rapid growth.
  • Happy new hires: Employees love using Employment Hero, impressed with how smooth and simple it is to use.

Big win from using Employment Hero:

By implementing Employment Hero, Skedulo now has an all-in-one HR platform which seamlessly integretates with their Payroll system allowing them to save countless hours onboarding new hires to focus on other important HR tasks.

Mitchell Ussher

Operations Manager, Skedulo

“As soon as our hiring started to ramp up, it was clear to me that it would be difficult to sustain such manual processes. I had other important KPIs that I needed to turn my attention to, and as a tech company, it made sense to look for purpose-built technology to handle the onboarding paperwork and process for me. Employment Hero has made onboarding and HR management one thousand times easier.”

For fast-growing, Brisbane-based tech firm Skedulo, making the onboarding process as low-touch and as seamless as possible was an increasingly urgent challenge as the company grew from 20 to 80 employees in a matter of months.

Founded in 2013, and with offices in Brisbane, Sydney, San Francisco, and Ho Chi Minh City, Skedulo is a leading mobile workforce scheduling and management application. The company helps businesses transform how they manage and schedule their mobile workforce teams.

Skedulo currently employs 80 people globally, 50 of them in its headquarters in Brisbane where software developers, designers, and customer success professionals account for the majority of the staff. There are also sales teams in Sydney and San Francisco, while in Vietnam, a team of developers works on customising on top of its core product to suit the specific needs of clients.

Thousands of workers in the health care, hospitality, manufacturing and field service industries rely on Skedulo to be at the right place at the right time –with all the information they need to complete their tasks right at their fingertips.

 

Rapid growth

When Mitchell Ussher, Operations Manager at Skedulo joined the firm in 2016, the company had yet to start its rapid growth trajectory. “When I came on board, we had around 20 people globally, with 13 in our office in Brisbane,” comments Ussher.

“My first priority was to standardise employment contracts, and create some degree of rigour around HR in the business. So, I created individual employee files for everyone in a central HR folder in the cloud, and made sure the paperwork was all as it should be to meet our compliance needs. For this, I used Google Sheets to create a checklist. With just 13 people in Brisbane, this was no great undertaking, but an important one nonetheless.”

 

Hiring ramps up

But it wasn’t long before Skedulo started putting on new hires. “At first, it was just one or two new employees,” says Ussher. “I’d prepare and send letters of offer with our company code of conduct and await the return of these signed documents, before scanning them and storing in the employee’s file.

“On their start day, I’d give them their tax form to fill in, forms for personal details, bank account details, and superannuation preferences, which we’d then enter into our Xero Payroll system, putting scanned copies of these documents in the employee’s file.

“As soon as our hiring started to ramp up, it was clear to me that it would be difficult to sustain such manual processes. I had other important KPIs that I needed to turn my attention to, and as a tech company, it made sense to look for purpose-built technology to handle the onboarding paperwork and process for me.”

 

Automating onboarding

“I’d started to do some initial research around suitable HR software for the business when I mentioned to a friend what I was doing. He just happened to have completed a similar review for the company he was working for. Along the way, he’d discovered Employment Hero stood out from the crowd in terms of meeting his needs.”

“So, I checked out Employment Hero, and on first glance, I could see it ticked all my boxes, including native integration with Xero Payroll. But, it was important for me to complete due diligence, so I evaluated other HR platforms. While it took some time, going through this exercise only served to confirm my first impressions, that Employment Hero was perfect for our needs.”

 

Smooth transition

“Once we decided to use Employment Hero, the transition was pretty straightforward. The legal team from Employment Hero reviewed our employment contracts, then we imported our employee files into Employment Hero, reviewed the information and double-checked the profiles we created. Once we were happy with that, we synced this data with our Xero Payroll account.”

Since switching to Employment Hero, the onboarding process at Skedulo is fast and seamless. “What used to be a huge time drain with so many documents to create, sign and scan is now done in a matter of minutes”, adds Ussher.

“Various teams have specific onboarding needs. And with Employment, the onboarding checklist can be totally customised for these needs, so that automatic notifications are sent out for software or hardware provisioning etc., so nothing gets overlooked.

“Going paperless has streamlined the number of documents we send out to new starters. It’s also reduced human errors as individual employees are now responsible for inputting their personal information and super details, freeing me up from doing it. In all, Employment Hero has saved me on average about 2 hours each week. That’s one day every month that is now gifted back to me, which means I get to spend it on the business.

“With Employment Hero, we have a centralised HR database where all employee data is easy to access, and team managers have full visibility over their team’s time and attendance information as well as individual employees’ annual leave status. This makes it so much easier for them to approve or decline leave requests.”

 

Employees and new hires love it

“For us, transitioning to Employment Hero was all about streamlining our onboarding process. And, as a tech company, I think Employment Hero really fits in with our culture. While, I’m personally a big winner from this transition, our new hires are too! They have been really impressed at how smooth and simple it is to start work with us and they’re not bogged down in paperwork during their first days with us. Which means they spend more of their onboarding and induction time on the stuff that matters – getting to know their co-workers, the business, and their jobs.

 

Future needs

We love what Employment Hero has done for our HR management and onboarding process, and we’d love for this to be our centralised HR platform not just here in Australia, but globally, integrating with multiple instances of Xero.

We’d also love an “off boarding” workflow to mirror the onboarding process with a checklist for various requirements. This isn’t a big problem for us at the moment as we have great retention rates, but I know off boarding can be a headache if you haven’t got all your ducks in a row.

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