At a glance
Explore this case study if:
- You need operational efficiency to manage a remote or field-based workforce
- You need efficient solutions for managing employee documentation
- Your business requires improved document security and accessibility
About Fusion FTTX Ltd…
Fusion FTTX Ltd is a fibre to the home (FTTH) implementation specialist, specialising in fibre optic blowing, splicing and testing. The team mainly consists of skilled engineers who work out in the field.
We spoke with Abby Marsden, Office Manager, about the difference Employment Hero has made since they adopted the platform.
“As the office manager, my role involves overseeing HR functions, ensuring compliance, and managing engineer schedules. A typical day for me includes tasks like reviewing and approving timesheets, assigning jobs, updating HR records, and ensuring our compliance documentation meets health and safety regulations and sponsor licence requirements.”
Challenges…
Managing documentation for sponsored workers
One of the main issues they encountered was managing extensive documentation for employees sponsored under the skilled worker visa programme in the UK. They needed a strong system to organise and securely store a large amount of paperwork for each employee. This documentation process was essential for compliance and for keeping their HR processes running smoothly.
Securely storing sensitive information
Ensuring the safe storage of sensitive documentation while also maintaining easy access was a challenge. Fusion FTTX Ltd needed a solution that could securely assign and store each piece of documentation to the respective employee’s profile. This was crucial for protecting employee information and maintaining confidentiality, a cornerstone of HR best practices.
Tracking and updating documentation efficiently
Another critical challenge was keeping tabs on the expiration and renewal dates of these documents. With a large workforce, manually monitoring each document’s validity became a cumbersome task which also left room for errors. Fusion FTTX Ltd wanted to find a more efficient way to notify the HR team about upcoming document expirations, ensuring compliance and steering clear of any legal complications.
“Our biggest challenge was ensuring all the necessary documentation we are required to keep could be assigned to each individual employee and safely stored. Also, keeping track of when these documents need to be updated.”
Solutions…
Simplified documentation management
Employment Hero has been indispensable in making their documentation management process much more efficient. With the platform, they can easily request and receive necessary documents from employees during onboarding, making it simple for them to upload directly. This feature not only makes it easier to collect and keep track of HR paperwork, but also helps ensure that each employee’s online file is complete and current. It’s a great solution for managing documentation for sponsored workers.
Enhanced compliance and document control
The platform’s feature that enabled setting reminders for document expiry has really helped improve Fusion FTTX Ltd’s compliance management. By automatically sending alerts for upcoming document renewals, Employment Hero has reduced the risk of compliance issues, making sure all required documentation is up to date and easy to find. Another great feature is the ability to quickly distribute health and safety documents to all employees with just one click, which helps them maintain a safe and compliant workplace.
Efficiency gains, time savings and more
Employment Hero has brought significant time savings for the Office Manager, freeing up over 15 hours a week. The easy-to-use interface allows for quick access to documentation without having to search through multiple computer files. Communication has been improved with bulk distribution of updated information to all employees, eliminating the need for individual emails.
With remote timesheet submissions and approvals on Employment Hero, their approach to timesheet management is no longer laborious. Engineers can now submit their timesheets directly on the site, leading to a faster and more efficient approval process. This has replaced their previous paper-based system, saving time and reducing the risk of errors.
“Employment Hero has freed up over 15 hours a week for me personally, being able to upload and access documentation quickly rather than having to search through various computer files. “
Simple solutions to streamline HR
Employment Hero has completely transformed Fusion FTTX Ltd’s HR operations by simplifying the management of employee documentation. This has been especially beneficial for employees on skilled worker visas in the UK, as it ensures compliance and makes HR processes run smoothly.
The platform now offers improved document security and accessibility, making it easy to store sensitive information securely and assign it to employee profiles. It has also led to significant time savings and increased efficiency thanks to remote submissions and approvals of timesheets.
If you’d like to learn more about how Employment Hero can streamline your HR processes – speak to one of our business specialists today.
