Ajaib achieve 30% increase in time savings

Ajaib is a financial super app that allows Indonesians to buy and sell stocks, ETFs, and mutual funds. The company is committed to opening the door to access investment instruments that are safe, trusted, and affordable. Its stock and mutual fund services can be accessed online, by all walks of life.

IndustryFintech, startup
CountryIndonesia
Employees600+
ModulesOnboarding, Core HR

Ajaib is a financial super app that allows Indonesians to buy and sell stocks, ETFs, and mutual funds. The company is committed to opening the door to access investment instruments that are safe, trusted, and affordable. Its stock and mutual fund services can be accessed online, by all walks of life.

IndustryFintech, startup
CountryIndonesia
Employees600+
ModulesOnboarding, Core HR

The Challenge

Since the beginning, Ajaib used a manual approach to record all their employee data with the help of spreadsheets. The issue here was that all the data was recorded on a single master spreadsheet, shared across HR departments. It handled all the data for payroll, recruitment and onboarding. Some of the common challenges encountered during this process were multiple manual errors, duplicate master copies, and difficulties identifying the latest version of the spreadsheet. Every time a new joiner completes their data, the HR team had to review the spreadsheet line by line, ensuring all information and numbers were keyed accurately. This was a tedious and time-consuming process. 

Apart from this, Ajaib had a manual onboarding process. For every new hire, they had to fill in a form that was 10 pages long. The data collected would then be transferred manually into the master spreadsheet. Whenever a new employee is hired, they have to fill in all necessary information in one go. If faced with any interruptions, the data would be lost and new hires have to start the form submission from scratch again. After collecting their personal details, HR will proceed with the onboarding checklist such as registering them for health insurance or putting in a request for laptops. The HR team had to liaise with various departments and constantly check on the status of each request. If the tasks have not been completed, they have to send reminders to complete the outstanding tasks. This can be overwhelming, and the chances of overlooking things were very high as the HR team is constantly onboarding new hires on a daily basis. 

The Solution

The first and foremost step that Omni HR took into account is adding an automated onboarding system to help HR save time and relieve them from mundane tasks. Once the employee User ID is added to the system, HR can send the email to the respective candidate to sign-up. With a self-service portal, the employee can fill in the details by themselves. Onboarding is now a seamless process that can be easily automated with just a few clicks. Instead, of sending requests to the relevant departments, or send chasers emails, HR can automatically use Omni HR onboarding module to send reminders on their behalf or notify them if the task has not been completed yet.

On a secondary note, with Omni HR, employee records at Ajaib are now accessed through a centralized platform. For new joiners, they can upload all the necessary information on the platform directly. This eliminates the need for HR to manually retrieve and key in their details into the platform and minimize the risk of human errors. Employees have access to the portal to add or update their personal details or retrieve their payslips without having to reach out to the HR team. This saves time for both parties. Given that the platform is so intuitive, users have no issues using it from the get-go. 

Onboarding at Ajaib has been a quick and easy process now! It has helped us become well organized in terms of data management and made the procedure seamless. It is easy to manage employee records with a few clicks now. What I love about Omni is that it is also customizable.

Wiji Mulyati, Engagement & Experience Lead

The Results

30%
Time savings

Invested in strategic planning

0
Hours

Spent on manual processes

30%
Manpower

Needed to manage onboarding