Manual, time-consuming onboarding process.
Paperwork not returned on time.
No HRIS. Employee data was stored in a complicated way
Substantial time saved in onboarding new employees.
Drastic reduction in paperwork.
More organized and secure storage of employee data.
For two decades Glue Store has been at the forefront of youth-oriented fast fashion, and a trusted Australian retailer. With a huge range of brands on offer, they are the one-stop shop for major labels like Stussy, Nike, adidas, Tommy Hilfiger and Champion. Australian fashion favourites hold their own alongside international heavyweights, with local designers Barney Cools, Assembly Label and Beyond Her finding a home at Glue Store too.
In the absence of a true HRIS, Glue's HR manager was running around blind data-wise much of the time. With the HR department having just three employees overseeing the 2,000 workers, the manual process was tiresome and error-prone. In addition, Glue onboards hundreds of new employees annually with a significant spike in casual hires around major shopping seasons like Christmas. Finding a quicker and more reliable way to run HR processes was therefore top of mind for Jodie, the HR Manager.
Previously, the hiring manager (a store or department head) would complete a hiring form and send it to the area manager for sign off. This would then be submitted to a HR officer who would manually enter the data into an Excel spreadsheet. A Microsoft Word contract template would use mail-merge to pick the details from the spreadsheet and then convert the Word document to PDF.
The PDF would be sent via email to the new employee together with other required documents that they would manually fill out then scan and forward to the Payroll department (which is separate from HR). Payroll manually enters this data into the payroll system and this marked the completion of the lengthy onboarding process for the new hire.
With hundreds of employees onboarded each year, the time and paperwork involved with the Excel-based process was exhausting and needed to change. Fortunately, Jodie had previously worked in organizations with a HRIS so had a good idea of what was needed. She set out to find a system that could urgently transform this process before the busy Christmas season but one that didn’t break the bank, two requirements that Flare fulfilled effortlessly.
Flare has helped centralize employee data and streamline the onboarding process. Now instead of the manual process, the HR department needs only click one button and everyone gets their welcome email and the accompanying documentation. Once the employee completes their details, an email is sent to the payroll department with all the details of the new hire. The payroll manager no longer needs to print out the documents as it’s all compact, simplified and well formatted.
Flare has a degree of flexibility that made it easier to customize features to align with the HR team’s objectives. In particular, the email alert sent to the payroll department after onboarding had to have all the requisite information since incomplete data would render the email useless. Flare’s development team working together with the HR and tech departments ensured the email that payroll received had all the information needed so they didn’t have to manually refer to the employee’s folder.
"It really made a huge difference to the process, because a lot of the time the people weren’t returning their paperwork. It just eliminated the need for the back and forth and the chasing up."