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How Butlers Chocolates Streamlined Employee Onboarding with PlanetVerify

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Founded in 1932, Butlers Chocolates is Ireland’s premier family-owned firm dedicated to the craft of exceptional chocolate-making. In addition to their world-renowned luxury chocolates, Butlers is known for its eponymous retail concept Butlers Chocolate Café – an innovative experience, personifying the Butlers brand. Currently, there are over 50 Butlers Chocolate Cafés in Ireland and beyond.

 

Challenge

The HR team at Butlers faced a number of challenges in their hiring process—challenges that only intensified as the number of Butlers Chocolate Cafés increased. One major bottleneck in their hiring process was around the collection of documents and sensitive personal data from new hires. For Butlers, these documents were being collected in a manual way through channels like email, fax, and even in-person leading to a number of issues:

  • Efficiency: Valuable time was being wasted chasing new employees for documents and information.
  • Manual Processes: Onboarding new hires was an overly manual process. Once the documents were collected via email they were then downloaded and stored in HR team files.
  • Compliance: Managing GDPR compliance around employee data in such a manual way presents major risks around security, compliance, and productivity.
  • Security: Email is the number 1 attack vector in terms of cyber security risk. Managing sensitive employee data across email and inboxes is a high risk activity.

The HR team in Butlers Chocolates began surveying the market for an onboarding solution that would address these key issues. The team were open-minded about a solution, but there were a number of non-negotiables to consider.

  • Integration: Any solution would have to integrate seamlessly with the existing HR systems at Butlers.
  • Flexibility: The solution they chose would need to come with a degree of flexibility to meet their specific process and workflow needs.
  • Security: The chosen solution would have to meet the highest standards around security and data compliance.
  • Digitization: Process improvement and digitization of manual processes was a key aim for the HR team.

At a glance:

Challenge:

  • Needed to digitize and secure legacy employee onboarding processes
  • GDPR Compliance

Solution:

  • Worked with the solution design team at PlanetVerify to implement a new hiring process leveraging the PlanetVerify platform as an onboarding hub.

Results:

  • Streamlined the hiring process
  • Reduced manual work
  • Enhanced security and GDPR compliance
  • On-brand, secure, and digital employee onboarding

Solution

HR leaders at Butlers Chocolates engaged with the Solutions team at PlanetVerify and outlined the challenges they were facing. From here, the team at PlanetVerify took the time to develop a deeper understanding of the current process including each required step and all the various stages, systems, personnel, and components involved. The next step involved the solution design experts at PlanetVerify working with Butlers HR to develop a new hiring process leveraging the cloud-based PlanetVerify platform as the new onboarding hub.  

The time-consuming manual onboarding journey would be replaced with a digital, highly secure, and compliant process involving a number of key steps.

  • PlanetVerify QuickLink: A PlanetVerify QuickLink was created that could be shared with all new job applicants. This single link could be used and re-used and would trigger an automated process that included a branded email with a secure upload link replete with automated reminders (email and sms) for applicants with documents outstanding.
  • Secure Dashboard: The HR team at Butlers could now manage all job applicants from the centralized PlanetVerify dashboard with the status of each application clearly visible.
  • Contract Signing: E-signing links can be sent directly from the PlanetVerify dashboard allowing Butlers to integrate their existing e-signing software with the platform.
  • HR System Integration: Documents and employee information are automatically synced with existing HR systems eliminating time-consuming download and upload of documents.
CM

“We came to realise our previous approach was making us inefficient in our handling of new people coming to work for us. When we saw how speedy onboarding could be with PlanetVerify, syncing with all our existing systems and accounts, switching became a no brainer. Having just one up-to-date system for onboarding seemed like the best solution to the headaches we were experiencing with old, archaic, time-consuming methods of collecting employee documents and information.”

Conleth Meehan, HR Manager, Butlers Chocolates

Results

  • Digitized onboarding process: A multi-channel chain of email, phone, and in-person meetings has now been replaced with a fully digitized onboarding process for new employees at Butlers Chocolates replete with branded email, automated reminders, and e-signing—carried out directly from the centralized PlanetVerify dashboard.      
  • Efficiency gains: A time study carried out in Butlers found that PlanetVerify saved an average of 1 hour 18 minutes per employee onboarded.
  • Security: Sensitive employee documents are now handled in a GDPR-compliant manner on PlanetVerify’s encrypted and ISO 27001 certified platform. High risk legacy activities have been eliminated.
  • Scalability: As Butlers continues to grow its chain of Cafes in Ireland and beyond, the new onboarding process is designed to scale with ease. Managers at each cafe can trigger onboarding workflows by sharing a QuickLink with a new employee.
  • Flexibility: The team at Butlers found additional use cases for the PlanetVerify platform including setting up a workflow for secure medical cert collection. 
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