Onboarding new employees has always been a cumbersome, dreaded task. The mountains of forms, agreements, and notices that need to be filled out are time consuming and – if filled out manually – can be chock full of errors once completed.
Now imagine the sheer number of onboarding headaches that happen when your company hires thousands of employees a year. That’s exactly the challenge faced by the Danish grocery wholesaler named Dagrofa. With more than 19,000 employees across their three business segments, they solved their onboarding headaches by adding HelloSign’s API to their technology stack.
By streamlining the onboarding process, Dagrofa gets their new employees up and running in the jobs they were actually hired to do with less wasted time.
Dagrofa has been a user of HelloSign since 2016 and uses features like white-labeling, variable signers, and embedded signing to simplify the onboarding process for their new employees.
“Contracts are more efficient with almost no errors, they’re completed faster, employees are better onboarded, and overall there are less problems and less paperwork.” – Daniel Avel Lintoiu, Product Owner for Digital Solutions
The streamlining of their hiring process is an integral part to how Dagrofa has positioned themselves as leaders in digital onboarding.
Read on to learn how they did it.
Taking a 250-Year-Old Company Into the 21st Century with HelloSign’s API
Yep, you read that right. Dagrofa is 250 years old.
Dagrofa’s history traces back to the 1767 founding of the grocery wholesaler A/S Sophus Nielsen Svendbor. In 1978 the company was renamed to Dagros, with then another name change in 1983 brought it to its current moniker, Dagrofa.
The company is structured into three business segments: retail, logistics, and food services and they run Denmark’s popular foodmart chains; KIWI, SPAR, MinKøbmand, LetKøb, and MENY.
Dagrofa needs lots of manpower to run their multiple business units, which include over 650 grocery stores. Keeping that many stores and divisions staffed is an incredible feat.
The addition of the HelloSign API gave structure to the employment process and dramatically increased Dagrofa’s economies of scale for hiring new employees. “We managed to create a system that takes our hiring processes to the next level by automating everything from eSignatures and onboarding, to distribution of personalized access credentials, to ordering tech solutions, and job-based e-learning."
"With the HelloSign API, processes and contracts are more efficient with almost no errors. They're completed faster, employees are better onboarded, better trained, and the advantages are amazing: positive ROI in record time, less paperwork, less hassle, and it's even environmentally friendly."
1 Contract, Over 200 Variations
Prior to having HelloSign API in their HR onboarding flow, Dagrofa had a lot of contract templates and a squad of HR staff working to edit the specifics as needed for each individual new hire.
Now the average Dagrofa employment contract has between 20-30 fields that can generate over 200 combinations of contracts. Best of all, the employment contract generation isn’t a manual process any longer, saving the Dagrofa HR team time and effort.
"Hellosign was the perfect fit for our needs. The solution is well documented, open to customization, safe and, all in all, a pleasure to work with.
Contract quality is much improved and by skipping postage we save a lot of time for our employees."
The addition of HelloSign to Dagrofa’s onboarding flow has had benefits galore, from helping to offload their HR departments’ workload to decreasing the number of man-made mistakes.
A Helping Hand from HelloSign
Dagrofa implemented HelloSign to create an “onboarding journey.” So what happens on this journey? For each new hire, Dagrofa creates a custom employment contract form using their own databases. Then they generate a PDF and send that PDF through HelloSign to retrieve an eSignature from the new employee.
But then what? How does Dagrofa know what the status of a contract is? Simple. They use HelloSign’s API callbacks to track progress and status. Once a contract is signed two workflows are initiated. An email is automatically generated and sent to the new employee, along with access to e-learning courses and guidebooks.
On the Dagrofa side, a lot happens:
- A new employee email name is automatically generated in their system.
- Employee access to the intranet –along with variable rights based on position –is established.
- An employee profile is created in their databases and salary systems (including salary).
- A “welcome to the team” email and a schedule for coming days and weeks is sent to the new employee and their manager.
- An order for a computer and/or phone is made depending on if those fields were activated in their contract.
- Job specific e-learning is distributed to the employee within variable days of work start based on the personalized onboarding plan
“Hellosign’s white-labeling solution, along with their API, gives us the option to keep our new employees in a familiar environment and to customize the entire employee journey.
We are able to track how far a contract has gone and if there are problems, managers can just cancel a contract and start it again. It's just a call to the API.”
Remember, all of the above doesn’t happen without an eSignature.
What’s Up Next for Dragofa?
Having seen the success of adding HelloSign’s signing solution to their hiring process, Dagrofa plans to roll out the system to the remaining 3 business units that don’t have it.
“We have gotten excellent feedback all through the process. The system has been live for KIWI for around 8 months and it has been excellent in our digitization journey.”
Dagrofa isn’t stopping at just hiring flows. They even have plans to integrate eSignatures into their travel expense flows showing that eSignatures are an invaluable addition to all aspects of a business.