How VTEX Scaled Onboarding to Almost 300 Employees
The multinational company VTEX is currently part of a select group of over ten unicorn startups from Brazil. The company is present in over 46 countries and provides services for 2,500+ customers. They encourage businesses to launch marketplaces by developing platforms for collaborative commerce and connecting retailers, brands, and B2B manufacturers.
As a leader in collaborative commerce, VTEX provides numerous sales management tools to help companies prepare for the future.
With the accelerated growth of 140% in 2020, VTEX has tripled in size since 2017. The company currently has over 700 employees and 300 open positions.
Lack of integration between departments
Lack of visibility for process management
Manual, repetitive, and time-consuming workflow
Non-scalable onboarding process
Inconsistencies and misconfigurations in spreadsheets
The onboarding process in our company involves several departments so, if we use a tool with poor automation capabilities, we get stuck"
With a growing number of new employees, managing an entire onboarding process became increasingly complex to the VTEX team. With urges imposed by the digital transformation and the e-commerce boom, it was essential for the startup to improve onboarding management to keep up with their team’s growth.
From welcome emails to receiving new employees, the team did everything manually, requiring a large and diligent workforce.
“It is one thing to send five emails to one person; another to send five emails to twenty people,” points out Neila Nascimento, Tech Recruiter at VTEX.
While onboarding, new team members used to receive a form to fill out their information, but this generated problems, such as:
- Lack of formatting in spreadsheets
- Typing errors
- Fields not filled
What VTEX was missing was an efficient process for confirming new employees’ personal information. It wasn’t feasible to manually verify if all candidates completed full forms. So, when departments such as Payroll needed to use this data, they encountered a lot of missing information.
The VTEX team then realized the tool they were using wasn’t scalable, making it difficult to track and manage their processes.
At least three teams are involved in the hiring process, and they’re each directly affected by miscommunication:
- The Logistics team organizes employees allocation and provides their equipment.
- The Places team takes care of people's well-being.
- The Development team uses hiring information to set up training sessions and schedule conversations with leaders.
Mapping all phases of the existing process
Automation to improve people and inventory management
Designing an error-proof start form
The teams can see how many employees will start on a certain date, and this makes it even easier to control inventory and schedule deliveries."
Considering this scenario, VTEX saw the need to redesign its onboarding process. The company realized that their manual processes needed to migrate to automated tools.
Pipefy implementation started in August 2020, and the first step was modeling their existing onboarding process. They started mapping its phases and what information they should request in the start form, which they've designed using the SIPOC methodology.
After the mapping stage, VTEX instituted a start form to share with new employees through a web link. Then, the candidate fills in the additional information the VTEX HR team wasn’t requesting before using the spreadsheets.
“We were able to highlight which information is mandatory for onboarding, building standardized fields. This new form created a much better visual identity for our company and helped employees to understand our process better,” says Neila.
After defining these steps, they could see a complete process and determine which professionals would access each activity and program, using individual login information.
“The teams can see how many employees will start on a certain date, and this makes it even easier to control inventory and schedule deliveries. So everything is set when the new employee arrives,” Neila adds.
293 employees successfully onboarded in nine months
Automated and smart processes
Ability to extract data with ease
Better communication and integration between departments
Before Pipefy, we were unable to have employee information such as gender, race, and sexual orientation."
After nine months of implementing Pipefy, 293 employees have completed onboarding into the company. Besides replacing several data sheets with one start form, VTEX gained efficiency and saved time.
With Pipefy, they have a clear view of what happens in each phase of their operation by using deadline alerts and automatically triggering email messages.
“We don’t track this process to control or charge for performance and overdue activities. The goal is to follow up, have clarity, and organize tasks”, says Neila.
Therefore, in addition to eliminating errors, the Human Resources team receives all data within the platform. With customized reports, VTEX can measure a series of data regarding its diversity, reducing social gaps, and better positioning the company on the goals they want to achieve.
“Before Pipefy, we were unable to have employee information such as gender, race, and sexual orientation. It’s important information for e-social, from IBGE (Brazilian Institute of Geography and Statistics), and also to be more inclusive as a company, helping with the causes we believe in,” says Neila.
They had such success with Pipefy that the HR department has already started managing other processes within the platform, such as post-onboarding satisfaction surveys and other HR requests. So instead of allocating people to do manual and repetitive tasks, VTEX HR is much more strategic.
“The modernization process has brought improvements not only for us, but also for the first impressions about the company, how we organize things, and making new employees feel welcome is crucial to make them feel at home.”