Autenti: one HR system and 30% time saved on onboarding

Instead of five separate tools, one platform and a consistent source of truth for HR, managers and employees. The company decided to make the change during rapid growth, with fewer than 100 employees, before process complexity got out of hand.

Autenti: a company where no one prints documents

Autenti is changing the way people and companies work together, making it secure, faster and convenient. It builds trust services: Autenti's solutions let you sign documents from anywhere, verify business partners and deliver correspondence securely. Thanks to the PeopleForce integration with Autenti, users can completely eliminate printing and signing documents by hand. Autenti provides both simple and qualified electronic signatures, and because they are available in PeopleForce, any contract or other document can be signed digitally, fully securely and in line with the law. Anna Wilczyńska is responsible for HR processes, from hiring to training and development. In 2023, she decided it was time to replace several separate tools with one system.

The challenge: many tools, scattered data

Before Autenti implemented PeopleForce, every HR process ran in a separate tool. Recruitment in one, onboarding in another, time off and requests in a third. On top of that came spreadsheets, reports and summaries. These sources didn't always work well together, so employee data lost consistency and had to be reconciled by hand. Just getting the full picture of one person, including their data, time off, and salary or review history, meant jumping between systems and took a lot of time.

It wasn't only the HR team that felt the problem. Managers lost time switching between tools and looking for the right file, and employees didn't always know where to check their time-off balance or how to submit a request. Every such question came back to HR.

The moment of decision: organize HR before scaling speeds up

Ania joined Autenti just as the company's headcount began to grow fast. That's when the decision was made not to add more tools, but to rebuild processes from scratch before complexity got out of hand. Autenti implemented PeopleForce before reaching 100 employees.

Ania didn't wait until change became a necessity. The bigger the company, the harder it is to rebuild processes rooted in many tools and habits. That's why she decided to act while reorganizing was still simple and the team hadn't passed 100 people.

The solution: one system that scales with the company

PeopleForce replaced several separate tools and became a single source of truth for HR, managers and employees. Employees stopped asking on Slack or by email how many days off they have left or how to submit a request. Now they check what they need themselves and submit requests that are processed automatically in the system. The choice of platform wasn't accidental either: Anna Wilczyńska approached it methodically.

Implementation and the first quick wins

For Anna, what mattered was how much of the implementation her team would do on its own and what support the partner would provide. Autenti launched its entire onboarding with all tasks in two weeks. The team got a concrete task list, a dedicated account manager, ongoing chat support and a well-prepared knowledge base.

Onboarding was the process that changed the most. It's always a challenging process that requires coordinating many tasks and people. Combined with preboarding and automation, it became a real breakthrough for Autenti. Along the way, the team rethought the whole logic of bringing new people on board. Before, they had to switch between tools. Now the entire path, from recruitment through preboarding to onboarding, happens in one system.

HR data without manual re-entry: integration with the HR and payroll system (Optima)

Previously, the HR specialist collected data from emails, spreadsheets and the time-off system, then entered it into Optima by hand, keeping many details in mind the whole time. With the integration, data is transferred automatically and in real time. Less manual work, lower risk of error, everything in one place.

Peace of mind every day

Beyond the hard numbers, Autenti gained something that's hard to measure. Before, the HR team had to remember deadlines, tasks and formalities and send reminders themselves. Now the system does it: tasks start automatically and send their own reminders while they wait to be completed. Fewer things to remember means the HR team could shift its attention from tracking details to more important matters.

The view after implementation

Many HR teams put off implementing a comprehensive system because they're afraid it will take too much time. Amid daily tasks, such a big change looks like a project too heavy to carry. Autenti's story shows it doesn't have to be that way.