Optimizing seasonal contract management thanks to EDM?

HR management and digitalization: meet seasonal challenges

A large number of companies (restaurants, hotels, textiles, etc.) are experiencing seasonal activity peaks that push them to temporarily recruit. In recent years, the lack of seasonal workers has created strong recruitment tensions and have been impacting the offer in high season.

Faced with this situation, companies must attract and retain their seasonal workers to limit costs and time spent on the training of new employees each year. However, in recent years, candidates have changed, they are more numerous but more demanding. They are looking for companies with a fluid and well supervised salaried experience. Efficient and structured management of salaried files then becomes an issue and an asset for HR teams.

To meet these challenges, many companies adopt document electronic management solutions (EDM) in order to optimize the management of their seasonal contracts, automating and securing all HR documents. This allows them to improve their salaried experience.

Document management, an issue for seasonal companies

A significant volume of document

The recruitment of seasonal workers generates a large flow of documents, mobilizing a large part of the time of HR teams. At each stage of the employee's journey, a diversity of documents are to be collected, processing and archiving:

During the recruitment process : management of applications and supporting documents.
During integration : employment contracts, endorsements, letters exchanged with employees and supporting documents such as certificates, copies of official documents, validation documents, etc.
During the life of the seasonal worker in the company : paid holidays, work stoppages and training.
During the employee's exit : edition and delivery of the work certificate, certificate Pôle Emploi and received for any account balance.

Manage access to information

HR services manipulate and process personal information on their seasonal employees (vital cards, CNI, bank details, etc.). Very strict laws and regulations, such as the GDPR , supervise the use and accessibility of this data. Human resources departments control access to this information so that only authorized persons can read it.

Manage the cycle and lifespan of documents within the company

All the information and documents relating to the seasonal worker are not to be preserved ad vitam aeternam . They have a limited lifespan . They are kept during the presence of the employee within the company. Some must be kept beyond the departure of the employee in order to meet accounting, social or tax obligations. Payroll bulletins and contracts, for example, are to be preserved for 5 years.

EDM, a solution to simplify the management of seasonal contracts

Time saving and security for HR teams

Managing seasonal workers involves following a large volume of contracts , supporting documents, endorsements, etc. A GED stores all these documents in one place and makes them accessible depending on the rights of users. Thanks to this quick access, human resources work more effectively, carry out research more simply and more easily respond to the duplicate requests of documents made by employees.

If one seasonal returns from one year to the next, the HR teams no longer need to collect the same supporting documents several times. Each employee has a digital file where the teams classify all his information.

With GED, the teams generate, store and send documents in digital format , which accelerates the hiring process and simplifies the management of seasonal contracts.

Intelligent classification

With the issue of several dozen different documents by employees, it is necessary to establish a rigorous classification. With the increased workload, errors or classification forgetting can happen. GED will be able to index the documents intelligently thanks to a reading and recognition of the content. For example, the seasonal employee's pay slip is added to his file without action from HR.

Automation of validations and signatures

The electronic document management goes further than the simple digitalization of the data, it also makes it possible to automate key processes. Seasonal contracts must be validated quickly by various actors (HR, managers, management). Thanks to EDM , a workflow automates these validations by notifying each stakeholder of the actions to be carried out.

For seasonal contracts, the signature before the start of the missions is a legal obligation. GED solutions and Docuware incorporate electronic signature modules in order to speed up these signature steps. Thanks to these solutions, 60 % of documents are signed in less than 15 minutes .

Automatic archiving and legal compliance

For legal reasons, seasonal contracts must be kept for several years. A GED provides automatic archiving in a secure digital safe . This makes it possible to comply with the regulations in force, including legal conservation deadlines, and to avoid the risk of loss.

Monitoring of contract deadlines and renewal

Seasonal contracts are fixed, their renewal or end must be managed with precision. In the midst of season, human resources have to manage a large number of contracts at the same time. GED will allow reminders and notifications in order to avoid forgetting.

Ged DocoWare

Now that you know the advantages of a company to use a GED, it's time for you to choose the solution that will allow you to facilitate the management of your seasonal files. The Docuware Electronic Management Solution (EDM) is the ideal solution. It allows you to dematerialize and automate the entire management cycle of salaried files from the collection of documents to their archiving, including their electronic signature, monitoring of deadlines, etc. With rapid integration into the SIRH , Docuware guarantees quick, secure and structured access to all of your HR information.

Docu'hressource

Docu'hressource is a preconfigured module for the Ged Docuware in order to streamline and automate human resources management . It provides you with optimized management and follow -up from A to Z of your salaried files.

The solution makes it possible to effectively manage the life cycle of seasonal workers, to hire their release. Fluidify your onboarding process thanks to automation features such as automatic sending of a job form, the transmission of the contract in electronic signature, etc. By automating these processes, you save precious time to your teams.

Yousign electronic signature module (EIDAS qualification), Docu'Hressource allows fluid and secure management of your salaried files.

Easily control your HR processes:

Management of employment contracts and endorsements
Follow -up of absences and leave
Disease management, accidents and medical follow -up
Training and authorization monitoring
Annual interview
Employee outing

With Docu'hressource, your teams gain efficiency , reduce their administrative burden and offer employees a fluid and transparent management of their documents.