The employees’ daily routines at the theater, including access codes, work attire, and equipment, have become easier to manage for the theater’s administration, and the staff now enter and exit agreements more effortlessly thanks to a new HR tool.

With 16 in-house productions per year and a mix of 100 permanent employees and approximately 250 contract workers, there is a high turnover in the workforce at Aarhus Theater. The same employee may be employed under multiple contracts simultaneously, such as being an evening supervisor and an hourly paid theater teacher during the daytime. The complexity is high, but for the employees, it should be simple. Therefore, Aarhus Theater, in collaboration with digitalworkspace365, has developed an HR solution that simplifies the administration of employment conditions.

“GDPR was the reason why we started looking for a solution a few years ago that could meet the legal requirements for document archiving while making our daily lives easier. We went through a failed attempt with another provider before meeting digitalworkspace365, who offered the combination of technical expertise and understanding of our organization that we needed,” says Lene Christensen, HR Manager at Aarhus Theater.

Flexible solution that keeps improving 

The tool, based on Microsoft 365 and SharePoint Online, currently handles contractual relationships while providing the flexibility that comes with a Microsoft 365 solution.

“We chose the tool because it is SharePoint Online-based, and we are pleased with it. It benefits us that it is continually updated and becoming more user-friendly. The integration with Outlook using WorkPoint is also a tremendous help. When a manager needs to hire someone, they enter data such as role, hours, etc., and in HR, we find the relevant contract and merge it with the information the manager has entered,” explains Lene Christensen regarding the work with employment contracts.

Valuable knowledge sharing in the user network 

For the HR team at Aarhus Teater, there has also been valuable collaboration in meeting other digitalworkspace365 customers.

“digitalworkspace365 has initiated a user network with some of their other customers, and it has been inspiring to see how they use their solutions and share how each of us develops our solutions,” says Lene Christensen.

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The optimization of the digital infrastructure was the goal when the Danish enterprise Nellemann got started in the cloud with Microsoft 365 a few years ago. Since then, WorkPoint has been added as a natural tool to make the most of the digital workspace. 

The Nellemann Group consists of 10 companies specializing in the import, sales, leasing, and servicing of cars and industrial machinery in the Scandinavian market. The company has a declared passion for motorsports and is behind the annual Copenhagen Historic Grand Prix. Nellemann is synonymous with motors.

Checking the engine of the digital infrastructure

When Mikkel Fløj Lindegren started as the IT manager at Nellemann, his goal was to optimize the digital cohesion within the group. IT and HR function as support functions across all companies, and the tightening of rules regarding the storage of personal data prompted a closer look at the digital infrastructure.

“Some of our processes were outdated and too dependent on individuals. At the same time, it was obvious for us to explore the possibilities of greater digital synergy across the companies,” explains Mikkel Fløj Lindegren about the initial maneuvers that have since led to numerous improvements in collaboration with digitalworkspace365.

WorkPoint on top of Microsoft 365 

Microsoft 365, with its classic Office programs, had already been introduced in the group. Therefore, it made sense to supplement it with WorkPoint, which optimizes the utilization of the various tools that are part of Microsoft 365 in addition to the well-known Office suite.

“On the employee side, we needed to systematize and automate processes related to on-boarding and off-boarding, for example. That required a unified HR platform. I had a good experience with WorkPoint’s HR tool and knew it would be a perfect complement to Microsoft 365,” explains Mikkel Fløj Lindegren.

Efficient on-boarding and off-boarding with automatic deletion routines

Today, there is certainty that nothing falls through the cracks when employees start and leave. The processes remain the same each time, and everything runs automatically and according to the book.

“The moment a digital signature is placed on a contract, a message is sent to our helpdesk system, so we know exactly who is starting and where, and what needs to be initiated, etc. The same applies to off-boarding. Compliance is fully in place, and there is no longer a need to remember involving IT or similar. It happens automatically,” says Mikkel Fløj Lindegren.

Automatic deletion routines also ensure that all sensitive personal data is continuously removed from the system, ensuring compliance with GDPR regulations.

Digital signature provides security and simplified workflows 

With the help of digitalworkspace365, Nellemann has implemented a digital signature tool from Visma as an integrated part of their WorkPoint HR tool. This means that when HR employees sign contracts, they simply indicate the signatories. The signature process is then initiated with a single click, and the rest runs automatically.

“The signed documents are automatically placed in the right folders, and HR and personnel managers receive notifications. Everything happens within the platform, and no emails or documents are sent back and forth. It is much simpler and less time-consuming for everyone, and it is a much safer way to handle data,” explains Mikkel Fløj Lindegren.

Support tool for personnel managers

Automatic notifications for important dates now make it easier for personnel managers to comply with guidelines in the employee handbook. Congratulations and rewards are an important part of personnel care, and a reminder in the system can be of great help.

“All personnel managers have access to employee master data, which provides a good overview. Notifications also support the tasks that require follow-up, so WorkPoint is a useful tool for all personnel managers,” concludes Mikkel Fløj Lindegren.

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An efficient plug-in and an identical structure across the company’s locations mean that the Danish enterprise Danske Fragtmænd now has optimal contract management while also taking GDPR into account.

Danske Fragtmænd is a modern logistics and transportation conglomerate that covers the entirety of Denmark with a finely meshed transport and distribution network. The organization employs both hourly and salaried workers, which increases the complexity in contract administration.

Structure through contract management

The tightening of rules for storing personal data was the direct reason why Danske Fragtmænd decided to optimize the workflows surrounding contract management. However, the need had been pressing for some time as the company’s independent units had their own approaches to document storage. This made it difficult to create synergy across locations.

“It was messy, overwhelming, and unstructured, and we needed to make it systematic across the units. In workshops, we created clarity about what we actually need in HR, from the moment we establish contact with a potential employee,” says Anette Munk Thuesen, HR Team Leader at Danske Fragtmænd.

Today, there is an identical structure, and who has access to which folders has been systematized. Integration with Microsoft Dynamics AX, where all employee data is maintained, ensures that all rules regarding storage and deletion of data are easily followed.

Smoother workflows with contract management

Since the structure has been established, the daily work has been much easier because data is linked to individual employees and easily shared among those who have access to the system. Everyday tasks have been made easier, especially with WorkPoint Express, which is a plug-in that allows users to move, create, delete, find, and maintain all their emails, documents, and processes without switching between applications.

“WorkPoint Express is absolutely brilliant because it makes it easy to archive both emails and documents directly related to the employee in question. It greatly simplifies the work,” says Anette Munk Thuesen.

IT and contract management that just works

So far, the HR and payroll departments are the ones using the solution. New employees quickly become familiar with the solution, and a recent update, which included a new user interface, seamlessly integrated into the workday.

“From the beginning, it was important for us that the solution was easy to access and easy to use. In the old system, we struggled not only with a lack of structure but also with long loading times. There’s nothing worse than waiting. IT just needs to work, and the new tool does,” says Anette Munk Thuesen.

Always within reach

WorkPoint’s HR tool offers many opportunities to optimize HR workflows. So far, the primary focus for Danske Fragtmænd has been on ensuring effective contract management. Digital signatures and access to the solution for managers with personnel responsibilities may be the next steps towards optimization, but most importantly, the collaboration and the solution work smoothly in everyday life.

“We are pleased with our collaboration with digitalworkspace365. If anything arises, they are always within reach and quickly provide a solution,” concludes Anette Munk Thuesen.

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