Virtual Internships, a pioneering tech company connecting students with remote internship opportunities, is revolutionizing the way global talent experiences professional development. With 99 employees distributed across 20 countries, Virtual Internships required an HR solution that could match their innovative approach while maintaining efficiency and compliance across multiple jurisdictions.
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“Omni HR is flexible. Our team likes that it's very simple to use, looks great, and it's really fast. As we scale, we can easily upgrade to add the features we need to help us grow.”
How Omni adds value to Virtual Internships
Simplifying Complex HR Systems
The Challenge
Following a successful funding round in September 2022, Virtual Internships had invested in numerous HR tools and systems, creating an overcomplicated technology environment that exceeded their operational needs. With a globally distributed team of nearly 100 employees, they found themselves managing multiple systems with overlapping functionalities, leading to inefficient processes and unnecessary complexity.
"We were starting to evaluate extra tools across our teams. Then we saw that there was duplication across all other tools too," explains Andrei. The previous system proved to be overly complex for their scale. "There were lots of features we didn’t actually need and it was slowing us down. We needed to go from point A to point B faster."
The challenge was particularly acute given Virtual Internships' unique operational structure, with entities in the UK and US requiring strict compliance with data privacy laws, while also managing teams across Asia and other regions. Their growing global footprint demanded a solution that could provide robust functionality while maintaining compliance across all jurisdictions without unnecessary complexity.
Omni's Solution
Omni HR provided Virtual Internships with a streamlined, intuitive platform that delivered functionality without unnecessary complexity. The platform's modular approach began with core features including document management, time off tracking, and performance management, while maintaining the flexibility to expand capabilities as their needs evolved.
The implementation process itself demonstrated Omni’s efficiency. "The onboarding experience was awesome," Andrei notes. "The support team was answering really fast, the structure of onboarding was very helpful with templates and clear steps. Omni even reminded us about deadlines and handled things like uploading public holiday calendars for all our countries." This attention to detail during implementation set the stage for long-term success with Omni’s platform.
The Results
The switch to Omni replaced Virtual Internship’s need for multiple systems, resulting in immediate and substantial cost savings while delivering improved functionality. Virtual Internships achieved approximately 60% reduction in monthly HR software costs compared to their previous system, while gaining a more efficient, user-friendly solution that better matched their needs. This significant cost reduction came alongside improved functionality and user satisfaction.
Accelerating Document Management
The Challenge
Managing employee documents across 20 countries presented significant efficiency challenges for Virtual Internships. Their document management needs encompassed a complex array of materials, from employment contracts and pay slips to tax reports and personal identification documents across multiple jurisdictions. The previous system's cumbersome interface required 7-10 steps to upload a single document, creating a time-consuming process that drained HR resources.
"You need to click on each profile, go to that profile, click another one, go into the document, then in the document make another click and choose a category, and then upload the document," Andrei describes. "When you're going back to the employee directory, you need to make another click and then make another click. It was frustrating and time consuming." This complexity multiplied across their global workforce, transforming routine document management into a significant administrative burden.
The challenge extended beyond mere convenience. As a company with operations in the UK and US, Virtual Internships needed to maintain strict compliance with GDPR and other privacy regulations. Their document management solution needed to balance accessibility with security while supporting their rapid growth across multiple regions.
Omni's Solution
Omni HR transformed Virtual Internships' document management process through an intuitive interface that reduced the number of steps required for document handling to just 2-3 steps. The platform's efficient design simplified the upload process while maintaining robust organization and accessibility of critical employee documents across their global operations.
This streamlined approach particularly excelled in maintaining compliance across jurisdictions while simplifying day-to-day operations. Omni's architecture and bank-level security standards ensured secure document storage and easy retrieval while integrating seamlessly with other HR processes. This comprehensive approach meant that Virtual Internships could manage their global workforce's documentation needs without sacrificing efficiency or compliance.
The Results
The impact was immediate and substantial. What previously took hours could now be completed in just 30 minutes. "With Omni HR, I uploaded all those documents in 30 minutes max, which was extremely fast," Andrei shares. This substantial improvement in efficiency freed the HR team to focus on strategic initiatives while maintaining the highest standards of data privacy and security across their global operations.
Enhancing Global Leave Management
The Challenge
Virtual Internships' global presence across 20 countries created a complex web of leave management requirements. Each jurisdiction brought its own public holidays and leave policies, requiring careful tracking and coordination. The company's diverse payroll structure, varying from third-party accountants to internal processing depending on the country, further complicated the situation.
The distributed nature of their team meant that effective leave management wasn't just about tracking days off—it required seamless communication across time zones and integration with existing workplace tools. Their previous system's limitations made it difficult to maintain visibility across these various dimensions while ensuring accurate processing of leave requests.
Omni's Solution
Omni HR implemented an integrated leave management system that brought harmony to Virtual Internships' complex global operations. The solution began with pre-loaded country-specific holiday calendars, eliminating the need for manual tracking across jurisdictions. Custom workflows were then established to automatically route leave requests through appropriate approval channels, with special attention paid to unpaid leave requests that required additional processing.
Omni’s Slack integration proved particularly valuable, enabling real-time notifications and approvals that matched the company's fast-paced culture. "We set up a workflow that after the manager approves, it goes to myself and to somebody from our payroll team," explains Andrei. "We just see it right there in Slack. It's cool that there are different custom automations you can make. I don't need to worry about that anymore."
The system's flexibility also positioned Virtual Internships for future growth. As they plan to expand their use of Omni to include performance management cycles and OKRs, the foundation is already in place to replace their current spreadsheet-based approach with more sophisticated solutions.
The Results
Omni transformed leave management from a complex administrative task into a streamlined, automated process. Integration with workplace tools like Slack eliminated manual tracking while reducing the risk of miscommunication. The solution proved particularly valuable for managing unpaid leave requests, which now automatically route to both HR and payroll teams for processing, ensuring accurate record-keeping and timely adjustments to payroll.
HR Support Across Borders
By implementing Omni, Virtual Internships successfully simplified their HR operations while maintaining the sophisticated functionality needed for their global workforce. The platform's intuitive design and modular approach provide the flexibility to scale while delivering immediate efficiency gains and cost savings.
"If you're a growing company, you should consider Omni," advises Andrei. "Even with jurisdictions in the US and UK, you can utilize this platform because they can be compliant with the technical laws."
Virtual Internships' experience demonstrates how strategic HR technology can transform complex, multi-country operations into streamlined, efficient processes. Through Omni's combination of simplicity, speed, and scalability, Virtual Internships has built a foundation for continued global growth while maintaining compliance and reducing costs. As Virtual Internships continues to innovate in the remote internship space, they now have an HR platform that matches their forward-thinking approach to talent development.
Learn more about how Omni can help streamline your HR operations.
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