Connect Group N.V., headquartered in Belgium with branches around the world (Romania, Spain, Mexico, China), decided to make a major change to its HR system at the Czech branch and chose the OKbase HR solution as the ideal tool for this transformation.
Why OKbase?
Hana Vejborová, HR Business Partner at Connect Group Kladno, explains: "We wanted to switch to a new, better system that would cover both HR and payroll processes, and allow us to handle things digitally and as automatically as possible. Previously, we had been using two systems in parallel, which was very impractical and made our work more complicated.”
The initial selection process was very thorough. “I contacted a number of companies to get a sense of the market, see how different systems work, and explore the options for integration with third-party systems. I remember being excited about OKbase right from the start—your sales rep really drew me into the system as he explained and demonstrated what it could do. OKbase met all our core requirements, and the interface felt pleasant and exactly how we imagined it should be.”
When choosing the new system, Connect Group focused on several key aspects:
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Value for money: The system had to offer a wide range of HR functionalities at a reasonable cost.
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Integration capabilities: One of the most important criteria was the ability to communicate with other systems via REST API. This was crucial for integration with the new attendance system and the future corporate HRIS.
- User-friendliness: The system needed to be intuitive and easy to navigate for both key users and regular employees. It had to allow for quick orientation, with simple and logical data entry—without any hidden complications.
- Speed of implementation: The selection process began around May–June 2024, and the company needed to start processing payroll in OKbase by January 2025.
How did the implementation go?
The transition to OKbase went surprisingly smoothly. “The collaboration was set up very efficiently, and the project ran like clockwork,” says Hana Vejborová. “We didn’t have much time. We needed to quickly kick off the concept, get it approved, and jump straight into implementation. We had a demanding autumn, but we managed everything—implementation, training, and parallel payroll processing with our external payroll provider.
I have to praise everyone involved—our consultants, project managers, and definitely my colleagues—for managing to feed the system with all the necessary data and launch it on schedule. Everyone approached the project with a high level of professionalism.
Even though it was an intense period and such a flood of new information that it felt like your head could spin like a game show wheel, looking back, I truly believe this fast-paced approach was the best one. That hectic autumn was absolutely worth it.”
Were there any surprises during the implementation?
“I’d say the biggest surprise was that nothing really surprised me,” Hana Vejborová says with a smile. “I expected we’d hit a point where we’d realize something just wouldn’t work. But that never happened. There was always a solution to be found. In my opinion, especially in the early stages, it was crucial to stick to the planned timeline for each step—and whenever questions or uncertainties came up, we addressed them immediately. If we weren’t sure about something, we asked right away.”
“But actually, yes—there was one surprise: the sheer number of options OKbase offers and how open the system is. I’ve worked with several HR systems before, but I’ve never had this level of flexibility. Users with at least basic IT skills can configure a lot of things themselves, which is fantastic,” she adds.
What are employees’ initial reactions?
“I’d say the response has been positive. Employees are gradually getting used to the changes,” explains Hana Vejborová. “At our plant, we have around 220 employees who are already familiar with working in a web/mobile app environment. A few months ago, we implemented a new attendance system, which helped ease the transition.”
The HR department also launched a special campaign for employees, which was uploaded to OKbase and shared with everyone after the implementation was completed. “In that message, we explained why we have OKbase, how to log in, and asked them to check their personal information. If they spotted any errors, we included a guide on how to access the user form and request a correction.
We started simply, so as not to overwhelm anyone. Step by step, we’re adding more information about the features they can use. We share straightforward tutorials via Microsoft Sway, which is great because even production floor employees can open the link easily. Right now, they’re already using user forms (UFO), electronic business trip processing, vehicle logbooks, training requests, and employee evaluations.”
What do you like most about OKbase—something you didn’t have before?
“That’s a tough choice,” says Hana Vejborová. “But I really like the Training module, because it finally allows us to manage polyvalence, which is crucial in manufacturing—that is, tracking the level of professional qualification. It’s easily usable across the entire company, and we can organize training events, manage periodic courses and reminders, and so much more.
Employees can register for trainings themselves, and their managers receive notifications and can decide whether the training is relevant for that team member. Managers can also submit their own training requests for subordinates directly in OKbase, and those requests are then automatically transferred into the training plan.”
What are the future plans?
At Connect Group, there are clear plans to further develop and expand the use of the OKbase system, with excitement around exploring additional features—such as electronic signing of employment-related documents.
“After the hectic start, we’re now moving on to gradually using more of what OKbase has to offer. Next year, for example, we’ll handle things like annual tax return requests and income confirmation documents digitally, which will be great,” concludes Hana Vejborová.