Ajaib achieves 30% increase in time savings

Ajaib achieves 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 Challenges

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 Solutions

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

1/3
Manpower

Needed to manage onboarding

Ajaib achieves 30% increase in time savings

Ajaib achieves 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 Challenges

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 Solutions

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

1/3
Manpower

Needed to manage onboarding

Ajaib Achieves 30% Increase in Time Savings

Ajaib Achieves 30% Increase in Time Savings

ajaib-logo

Established in 2018, the financial super app Ajaib provides Indonesians with access to safe, trusted, and affordable investment instruments for buying and selling stocks, ETFs, and mutual funds. With a mission to modernize and elevate the Indonesian capital market into a leading market in Southeast Asia, the Ajaib Group actively conducts seminars, engages with universities, and offers online education. They firmly believe that education is the cornerstone of collective progress.

IndustryFinTech
CountryIndonesia
Employees600+
ModulesOnboarding, Core HR

Thanks to Omni, our onboarding process has become quick and easy! The automated workflows and streamlined data management has made our HR procedures seamless, and we can manage employee records with just a few clicks. What I love most about Omni is how customizable the platform is to meet our unique needs.

- Wiji Mulyati, Engagement & Experience Lead at Ajaib

How Omni Adds Value to Ajaib

Streamlined & Efficient Onboarding

The Challenge

As a fast-paced start-up, Ajaib’s HR team is constantly onboarding new employees to their growing team. Prior to working with Omni, the fintech provider was faced with a manual and time-consuming onboarding process that involved lengthy forms and manual data transfer, leading to inefficiencies and frequent data loss. Relying on disjointed spreadsheets and time-consuming paperwork, Ajaib’s HR team spent hours liaising across departments to onboard their new hires, manually inputting their information, and tracking and processing forms and sensitive employee information that led to countless backlogs and weekly bottlenecks.

Omni's Solution

Upon switching to Omni, Ajaib introduced an automated onboarding system that streamlined the onboarding process for their HR teams and new hires. Rather than manually emailing each employee and tracking their information and progress in a spreadsheet, Omni equipped Ajaib with the tools to digitize and automate the entire onboarding process.

From day 1, employees receive invitations to a self-service portal where they can input their details independently, automatically updating the employee database and informing relevant stakeholders across the organization. No longer burdened with the manual process of tracking form completion or onboarding timelines, Omni allows Ajaib HR to automate reminders and notifications to departments, ensuring tasks are completed efficiently, reducing bottlenecks and reducing manual entry errors on important employee information.

The Results
1/3

Manpower needed to manage onboarding

Ajaib experienced a significant improvement in their onboarding process. The reduction in manual processes allowed their HR team to free up their team to focus on other HR initiatives that drive business growth, reducing the manpower needed to manage onboarding initiative by 2/3.

By automating and digitizing their onboarding program, Ajaib can ensure employees are onboarded in a timely and consistent fashion, helping foster a strengthened company culture and boosting employee engagement. Omni’s automation minimized interruptions and data errors, leading to a smoother onboarding experience for everyone involved.

Centralized Employee Records Management

The Challenge

In the early stages of their business, Ajaib’s HR department relied on manual spreadsheets to manage their employee data and records. But as the organization continued to grow, and their employee data multiplied, Ajaib’s HR team outgrew their manual processes.

With more employee information to manually record in external spreadsheets came a rise in data entry errors and duplicate records, causing delays and challenges in routine HR processes. Further, locating employee records amid their current system was difficult and time-consuming, requiring lengthy sifting through large amounts of data that lacked a clear system or organization method.

Omni's Solution

By implementing Omni to manage employee records, the Ajaib team was able to create a single source of truth for employee records. The centralized platform empowers employees to manage and maintain their own records, making updates directly to the database and having changes reflected across the organization in real time, eliminating the need for manual data entry and significantly reducing errors.

Additionally, Omni’s database gave a piece of mind to Ajaib’s HR team, with assurance that sensitive employee information is securely stored and only accessible to authorized personnel. 

The Results
Zero

Hours spent on manual processes

With a centralized database for employees to access information such as payslips and time off allowances, the Ajaib team significantly reduced time spent managing and troubleshooting employee records.

Omni’s efficient data management solution reduced the risk of errors associated with manual data entry and increased data accuracy, eliminating the need for manual procedures entirely.

Automated Workflows & Task Management

The Challenge

Due to a lack of automated assistance in their HR processes, the Ajaib team managed the entire employee lifecycle manually, relying on emails and checklists to run their People management initiatives. With a growing team, these systems developed bottlenecks and breakdown in communication for various departments.

As this manual effort grew time-consuming and prone to errors, the Ajaib team had less time to focus on strategic initiatives that increased engagement or deepened their company culture. 

Omni's Solution

Omni introduced automation features that allowed Ajaib’s HR to automate everything from communication to monthly administrative processes, helping streamline communication and meet deadlines that kept their business running smoothly.

Omni allows the Ajaib team to set automated reminders and notifications to departments regarding onboarding tasks such as required paperwork, tracking training module completion, and compliance initiatives. With the responsibility of tracking, notifying and following up on onboarding tasks streamlined into an automated workflow, new hires receive a consistent and comprehensive onboarding experience that improves their productivity as they continue their journey within the company. 

Further, Omni’s customizable templates allow Ajaib’s team to build the tools that work for their unique business needs. And HR needn’t start from scratch with each employee, Omni allows them to create templates once and reuse them for each onboarding cycle. 

The Results
30%

Time savings invested in strategic planning

Ajaib benefited from this improved task coordination and communication by saving time and reducing errors and incomplete onboarding cycles. Omni’s automation reduced the burden on Ajaib’s HR team to manually follow up with departments and minimized the chances of overlooking tasks. This resulted in a more efficient and error-resistant HR workflows. Saving the HR team 30% of their time to re-focus on strategic initiatives.

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