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.