Lebara Danmark streamlines admin with DataLøn Tid

Challenge

Lebara Danmark, a subsidiary of the British Lebara Group, faced challenges with analog administrative processes. The company previously handled all administration related to time tracking, vacation, absence, mileage, and expenses using Excel spreadsheets. This manual process, where multiple employees handled the same information multiple times offline, was cumbersome and sometimes error-prone. The approval workflow could completely stall if employees involved in the process were on vacation, as relevant data could not be accessed digitally. The company needed to provide administrative data to the parent company for statistical purposes at the group level, which prompted them to seek a more systematic solution.

We found that DataLøn had the DataLøn Tid system, which consists of a web solution for approvers and a mobile solution for users. In addition to recording employee time, DataLøn Tid can also be used for recording holiday, absence, mileage and expenses. — Nick Elhøj, Head of Finance, FP&A & Logistics, Lebara Danmark

It took us somewhere between 5-10 minutes to give a brief introduction to the employees, and then they were self-sufficient from there. It's a major advantage of the solution that there's no need for time-consuming training sessions before employees are up and running. — Nick Elhøj

When we can see who's been at work, how long they've been there, and what main task they spent their time on, we suddenly gain insight into the scope of the tasks. — Nick Elhøj

From a user perspective, you can really feel that the two systems are designed to work together. It's easy to transfer data, and we can also manage pay periods and lock them up to a specific cut-off date. — Nick Elhøj

Lebara Danmark DataLøn

Solution

Lebara Danmark implemented DataLøn Tid, which consists of a web solution for approvers and a mobile solution for users. The system allows employees to register time, vacation, absence, mileage, and expenses. The implementation was characterised by a simple onboarding process that required only 5-10 minutes of introduction per employee. The system integrates deeply with DataLøn, allowing for easy data transfer and the ability to manage pay periods and lock them at a specific cut-off date. The solution provides features that help nudge employees to remember daily registrations if they haven't completed them before a period is locked. The system also provides valuable business insights by showing who worked, how long they worked, and which main tasks they spent their time on.

Results

The implementation of DataLøn Tid provided Lebara Danmark with significant benefits: Employees only needed 5-10 minutes of introduction before becoming self-sufficient with the system. The onboarding was much faster compared to traditional training sessions. The system eliminated the need for time-consuming training sessions, as employees don't need to understand payroll to use it. Employees can simply pull out their phone, enter data in 15 seconds, and they're done. The company gained new insights into task scope and workload distribution, allowing them to evaluate whether too much time is spent on reports that are never read or on ad hoc tasks. The deep integration between DataLøn and DataLøn Tid makes data transfer seamless and allows for efficient management of pay periods. The system provides approvers with clear visibility into what they are approving, rather than receiving a large lump sum of time registrations right before payroll processing.