VTEX Onboards 293 New Hires in 9 Months with Pipefy

As digital transformation accelerated and the global e-commerce boom intensified, VTEX needed an onboarding structure capable of supporting rapid growth. Instead, the operation was slow, repetitive, and dependent on manual tools. From welcome emails to training schedules, every step was handled one by one, an unsustainable effort the moment communications had to scale.

The main bottleneck was data collection. New hires received spreadsheets that frequently came back with formatting issues, typos, and blank fields. The problem stayed invisible until it was too late: errors only surfaced when HR needed the data to run payroll.

The fragmented process also broke down communication between the three areas responsible for welcoming each new employee. Without an integrated tool, the Logistics team (equipment allocation), Places team (workplace wellbeing and infrastructure), and Development team (training schedules) had no visibility into incoming hires, and no way to prepare in advance.

To reverse this scenario and unlock its growth potential, VTEX implemented Pipefy. The rollout began with a complete mapping of the admission workflow, step by step, using the SIPOC matrix as a foundation. This blueprint led to the creation of an initial form, distributed via link, with consistent branding and, most importantly, standardized mandatory fields.

The standardization ensured new hires submitted exactly the information required, with no room for formatting errors. With structured data inputs in place, VTEX configured automations and defined specific access profiles for each activity. The platform began triggering emails automatically and generating deadline alerts, giving managers clear visibility into the progress of every new hire.

This digital shift immediately connected the HR workflow to the rest of the operation. Supporting teams could now see in advance how many new hires would start on specific dates, gaining the autonomy and lead time needed to organize inventory and schedule deliveries with precision.

Adopting Pipefy reshaped VTEX’s HR department. The team moved away from constant follow-ups and manual double-checks.

With a structured process in place, the company began pulling customized reports directly from the platform to track diversity metrics across gender, race, and sexual orientation. These insights became essential not only for meeting legal requirements such as e-Social, but for guiding affirmative inclusion initiatives.

The operational gains were significant enough that HR expanded its use of the platform, taking on new processes like post-onboarding satisfaction surveys and other internal requests. Replacing manual work with automation supported the company’s scalability while giving HR the chance to focus on what matters most: the people walking through the door.

VTEX is a Brazilian unicorn and a global leader in collaborative commerce. Operating in more than 46 countries and serving over 2,500 customers, the company develops platforms for marketplaces and B2B retail, connecting brands and manufacturers to accelerate the digital transformation of commerce.