Kolibrie Payroll

Onboarding staff 40x faster

Kolibrie has been the HRM specialist for the hospitality industry since 1994. Hospitality entrepreneurs can place their staff at Kolibrie without having to worry about administrative work.

Every year Kolibrie receives thousands of applications from new employees. Each one was processed manually. They were using various types of (digital) timesheets to pay the monthly salaries for all client’s staff. It took a lot of time and manual labour to comply with all legislation and regulations, various collective labour agreements (CAOs) and various customer requirements.

We have developed a tailor-made platform so that both hospitality entrepreneurs and hospitality staff can more easily go through the payroll processes. With this, Kolibrie expects reduce errors, quickly deal with administration, and to provide a clearer and transparent process for the hospitality entrepreneurs and personnel.

A streamlined registration and management system.

In intensive collaboration with Kolibrie we have designed a renewed service. From the beginning, Sping and Kolibrie formed a multidisciplinary team. Through several Design Sprints we got to know the bottlenecks in the existing processes and developed improvement proposals. Deze prototypes hebben we herhaaldelijk getest met restaurant en/of hoteleigenaren, hun medewerkers en de interne gebruikers van Kolibrie.

One of the biggest bottlenecks turned out to be the registration process for new employees, for which there were waiting times and registration took a long time with a lot of drop-outs. To solve that problem, an MVP was developed in just a few months. The MVP did not yet support all the collective labour agreements and customer requirements, but it did show that the new service was positively received by customers and also saved a lot of time internally.

After that we started to expand the various use cases in order to be able to help all customers. This version was quickly put into use and gradually expanded and improved so that feedback could be processed during development. Shortly afterwards, the platform was expanded with various functions to improve time registration. In the meantime, adjustments have been made to comply with new legislation such as Wet- Arbeid in Balans (WAB).

The Kolibrie portal is there for everyone

The result is a payroll platform with 3 different faces.

• Employers and Kolibrie administrators have a responsive web interface.
• Workers can use a mobile app
• All connected to the new platform that integrates with their existing remuneration system

We have developed a web application with Ruby on Rails that allows hospitality entrepreneurs to make a new contract offer for their employees. All customer agreements and CAO rules are recorded in the system. This is taken into account when creating a contract so that a relationship can only choose the right options.

Employees can then accept contracts with the iOS or Android app, fill in their data and identify themselves. All these actions are recorded in a structured manner so that Kolibrie can optimally support its relations and employees in this if necessary.

What used to take a week can now be done in 4 hours.

Hospitality entrepreneurs can now register a new employee without the help of Kolibrie within minutes. In addition, new employees can receive and sign a contract faster via the app.

It also saves a lot of work for Kolibrie and there are fewer mistakes. The personal details of new employees are now directly checked and supplemented by the employee itself. Checking the legal documents is also automated and contracts are now signed digitally.

“The collaboration with Sping has been great! They listened carefully to our needs and wishes, so that we were able to market a beautiful product. ” – Paola Paymans, Control & process / Product owner Kolibrie Payroll