Biblusi Group fully digitalizes HR processes

About the company

Biblusi Group is one of the largest holding companies in Georgia, comprising not only the book store chain "Biblusi" but also the toy stores "Pepela" and "XS Toys," the children's clothing and accessories brand "Carter's," the multifunctional shopping space network "Multi," and the cafe chain "Piatto."

In this article, you will learn about the challenges faced by the HR team of Biblusi Group, why the existing HR software in the company was unable to address these challenges, and what solution was ultimately found to resolve these issues.

Challenge

Imagine 130 retail locations in Tbilisi and the regions, with over 700 employees working in various shifts - how complex can HR processes be?!

Because the existing HR software only covered administrative modules, the company was unable to fully digitalize and optimize its HR processes:

• Manual work - ordinary managers and HR staff had to perform many processes by hand, which not only delayed the work but also increased the risk of errors and procedural deviations.
• Paper documents - Everyone knows that transporting documents and collecting signatures is time-consuming, but it’s also important to consider the risks of documents being lost or unauthorized individuals gaining access.

The company needed an HR system that would simplify communication with employees and fully automate HR processes, allowing certain HR processes to be initiated by the employees themselves (e.g., job application requests, leave requests, etc.).

Solution

The answer to Biblusi Group’s challenges was the HR system OnDay, which has been on the market for just a few months and seamlessly integrates with companies' HR processes through standalone microsystems.

As you can see, one of OnDay’s modules is Document Management, which allows various types of requests, orders, etc., to be initiated within the software. These documents go through confirmation stages and complete automated "operations" within the same system.

Biblusi Group also actively uses OnDay’s Document Management module, but for some documents, for example for contract signing, it benefits from integration with Signify.

Signify integration in OnDay

A document requiring confirmation with Signify's signature is initiated within OnDay’s software, and after signing, the process is reflected back in OnDay, so the initiator does not need to leave the platform.

Audit Trail

When signing a document on Signify, an Audit Trail is generated. This report helps you determine:

• What the parties agreed upon - i.e., the content of the document.
• When the agreement was made - i.e., the time of document signing
• Identity Verification - to confirm that the individuals who signed are indeed the ones named in the document.

Results

The implementation of OnDay's software at Biblusi Group yielded results in just a few months:

• Simplified and transparent communication - employees know how to act when they need information and initiate relevant requests. For example, they can check their leave balance, request leave, initiate business trips, and more.
• Legally standardized processes - the software helps both HR representatives and employees to act according to the company's established procedures.
• Everything in one place - HR representatives no longer need to manage and store processes and documents related to employees in various locations.
• Continuity of processes - The integration with Signify and the ability to electronically sign contracts has fully automated the hiring process, ensuring seamless continuity of the entire process.