Employee Service Portal

Employee Service Portal – A desk-booking tool and inter-corporate solution for storing and managing employee data in one place. It allows companies with 1000+ employees to take full advantage of the hybrid work model and is friendly in use to both employees and HR managers.

CUSTOMER

Zircoo Employee Service Portal

PAIN

As the company expanded, fostering collaboration among employees became increasingly challenging, hindered by a frustrating dearth of fundamental information about their coworkers. HR personnel found themselves inundated with inquiries regarding the allocation of vacation days for each individual. The implementation of a hybrid work model exacerbated matters, resulting in office spaces appearing occupied on organizational charts while, in reality, remaining eerily vacant.

SOLUTION

The product comprises three components, each covering a bunch of business processes. These are Address Book, Leave Request, and Desk Booking.

CHALLENGE

Our team embarked on the mission to craft an employee management system boasting a supremely intuitive interface, ensuring seamless navigation for personnel devoid of technical expertise, notably HR managers.

Confronted with the task of seamlessly integrating a leave management system, we encountered a hurdle in accurately configuring the remaining vacation days for seasoned employees. This necessitated a meticulous process of importing historical data into the system, navigating through its intricacies.

The emergence of a hybrid working model spurred by the COVID-19 pandemic and ensuing isolation measures presented two additional hurdles:

Comply with requirements for staff members to maintain a safe distance from one another while working.
Improve space management to save money on unneeded rentals.

PRODUCT DESCRIPTION

The product comprises three components, each covering a bunch of business processes. These are Address Book, Leave Request, and Desk Booking.

Employee Address Book

For employees the Address Book is a simple way to find information about colleagues. For the HR team, the Address Book serves as the source of truth about the company employees and their profile details, which can be easily managed in their employee profile. The Address Book also functions as a database for generating various reports, such as on hired and dismissed employees, as well as company growth reports, among others.

Leave Request

The system tracks the actual number of available vacation days and allows the creation of different types of leave requests with an individual approval process for each request type. Types of requests include vacation, sick leave, own expense leave, and remote work.
The system calculates vacation days automatically, always providing an employee with relevant information on the number of days available. It’s important to note that when calculating vacation days, the system also recognizes and accounts for regional specifics.
This module also automates the requests for remote work and relocation requests from employees and allows building comprehensive reports about the actual number of employees across the company's locations.
Integration with Jira pulls relationships between project leads and employees into the system, ensuring that the project lead is always included in the approval chain of leave requests sent by teammates and can plan the load accordingly.
The system also features a relocation request option. Such requests also go through the approval chain and include an administrative staff support chain.

Desk Booking

The Desk Booking module visually represents each room in the office and allows employees to book spots with a few clicks. Office managers can see the actual load of the office spaces, check the utilization reports, and make decisions about extending or reducing the number of working spaces on time.

RESULTS

Our team’s system comprehensively addresses all the challenges our company faced. Currently, our solution caters to enterprises with 1000+ employees seeking smarter, cost-effective space management, seamless onboarding processes, and enhanced collaborative workflows.

Here are key features of our solution:

Robust Reporting: Over 10 reports/charts tailored for administrative roles empower data-driven decision-making.
Leave Management: Seven distinct leave request types, each with customized logic, provide real-time updates on employee status, availability, and location.
Efficient Search Functionality: Advanced search capabilities enable quick access to teammate contact details.
Intuitive 3D Floor Plans: Interactive 3D floor plans streamline booking processes, enhancing speed and usability.
Versatile Booking Options: Diverse booking opportunities facilitate improved collaboration and team productivity.
Flexible Access: Web and mobile applications empower employees to utilize the system on-the-go, optimizing their work hours.
Seamless Integration: Integrated with Zircoo’s existing IT infrastructure, our solution seamlessly aligns with other systems, becoming an integral component of the company’s technology stack.
Proven Usability: Actively utilized by Zircoo, our employee management system demonstrates high usability and significant benefits for end-users.