Automation instead of emails and Excel: How WorkTrips sped up HR processes with Calamari

WorkTrips is a platform that is revolutionizing the way business travel is managed, helping companies automate and simplify this area. As experts in business process optimization, the WorkTrips team fully understands the value of the right tools – which is why, when it came time to modernize their own HR processes, the choice had to be well thought out.

Industry
Business trips
Employees
62
Founded
2016
Modules used
Time Off
Time & Attendance
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Challenge: Growing company, growing problems with manual HR management

Before implementing Calamari, managing time off and working hours at WorkTrips was done manually— through emails and spreadsheets. As the company grew and adopted a remote work model, this system became inefficient.  

"The increase in headcount and shift to remote work highlighted the need for an effective solution. Our mission is to simplify business travel, so we understand how important it is to choose tools that optimize and automate internal processes," explains a representative from WorkTrips.  

The company was looking for a tool that would provide automation, transparency, and ease of managing absences and working time, while also integrating with their existing HR and payroll system.

One of our collaborators recommended Calamari due to its configuration options and integration capabilities with the HR and payroll system, which promised an automatic data flow.
Beata Golubińska
Chief Marketing Officer, Board Member

Selection process: Key features and integrations

WorkTrips came to Calamari through a recommendation from one of their colleagues.

The team quickly realized that Calamari delivers on its promise of automatic data flow and the ability to configure and integrate with their HR and payroll system.

“Improving and automating processes was key for us. Calamari centralized the management of time off and attendance, eliminating the need for manual work. Automating leave accrual and changes in entitlement saves a huge amount of time.”  

WorkTrips appreciates that Calamari strongly aligns with their own mission—helping companies save time and costs through automation. They also note that “Managers instantly receive an email notification, can take a quick look and make a decision” which further highlights the speed and efficiency of the system.

Working with Calamari is a natural fit for us – we share the same goal: simplifying approval processes for greater efficiency and lower costs.
Beata Golubińska
Chief Marketing Officer, Board Member

Quick and intuitive onboarding

The adaptation of Calamari at WorkTrips went exceptionally smoothly, all thanks to the system's intuitiveness. As the team emphasizes, "New employees quickly learn how to use features like time tracking or submitting time off requests. The minimal number of questions about how to use the tool proves its simplicity and user-friendliness, significantly shortening the onboarding time".

Calamari has become an integral part of daily operations.

Noticeable benefits include efficiency and employee satisfaction.

The key changes included a complete transformation of the processes.

  • Centralized management – no more jumping between emails and Excel  
    "Calamari has centralized time off and time tracking management, eliminating the need for manual work."
  • Automatic accruals – the system automatically tracks leave limits and entitlements "Automating leave accruals and changes to leave entitlement saves a lot of time."
  • Instant messages – supervisors receive notifications and can make quick decisions.
The implementation of Calamari has significantly accelerated the leave approval process and overall communication.
Beata Golubińska
Chief Marketing Officer, Board Member

Everyday Life with Calamari: What the Team Appreciates Most

The most commonly used features show what really matters in everyday work.

"Employees value the simplicity of submitting requests and the ability to instantly view their status. The time tracking feature is a great convenience."

A real change in work quality

For WorkTrips, Calamari turned out to be a great investment that "genuinely improves work quality and saves time and money." The most commonly used features are the time-off module and time tracking, especially in the Customer Service department. "Employees appreciate the simplicity of requesting time off, managing leave limits, and clear time tracking."

"As WorkTrips, we handle business travel automation ourselves and fully understand how crucial process optimization is. That's why it's so important to us that all areas within our company operate with maximum efficiency," the WorkTrips team summarizes.

WorkTrips recommends Calamari to other companies in the industry, emphasizing that the return on investment is tangible thanks to real time and cost savings. Their experience shows that choosing an intuitive and flexible HR tool that supports automation is key to success.

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    Plan time off and automate entitlement calculation
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