Medavia Cuts Timesheet Processing from 1 Week to a Few Hours with Talexio

About the Company

Medavia is an aviation company with 160 employees. Its operations span different teams with varied working patterns: office staff on flexible hours, hangar employees mainly on fixed shifts, and a ground handling team working 24/7. Attendance is tracked through five punch clock devices, with some employees punching in remotely.

Before Talexio, attendance was managed manually using paper timesheets. The HR team had to collect, check, and verify each sheet before handing it over for payroll. This process was time-consuming and prone to errors, especially when calculating overtime and different shift allowances.

Why They Searched for a New Time & Attendance System

The main objective was to reduce the heavy manual workload involved in managing time and attendance. Checking timesheets, calculating overtime and preparing data for payroll took about a week each month. Human error was also a risk; for example, inputting incorrect overtime hours could result in significant pay errors.

Medavia wanted a solution that would simplify approvals, reduce manual calculations, and integrate directly with payroll.

The Challenges Before Talexio

The key difficulties were:

• Tracking overtime and different shift allowances accurately.
• Relying on paper timesheets, which took days to review.
• Risk of human error when transferring data for payroll.
• Limited visibility and control for managers.

Choosing Talexio

What stood out for Medavia was Talexio’s ability to delegate clocking approvals to individual managers. Instead of HR checking every timesheet for the whole company, managers now handle this responsibility directly. The centralised employee records were another advantage, providing a complete view of employee information and history in one place.

Concerns during the selection process were typical – whether payroll would be accurate and whether the transition would be smooth. Talexio’s support team addressed these and guided Medavia through the implementation.

Implementation and Roll-out

The rollout was straightforward. Once the team understood how the system worked, it was easy to use. For the first payroll run, around 30 employees flagged issues with their records. By the second run, this had dropped to only two. Problems were resolved quickly and didn’t repeat.

Medavia’s HR specialist noted that Talexio contained “all the things I need” and found the system very helpful from the start.

The Impact

Talexio has significantly reduced manual work. Once employee details are correctly input, everything connects smoothly from employee profiles to attendance records and payroll. The process is now reliable, fast and far less resource-heavy.

Where checking timesheets once took a week, the responsibility now lies with managers. Approvals take only a few minutes a day or at most a few hours per month, depending on the manager’s routine. Payroll, which previously required extensive checking, now takes between four and eight hours in total, often less.

With approved clockings flowing directly into payroll, errors have dropped. Occasional mistakes still occur, but usually because hours were left unapproved, not due to system miscalculations. Overall, the process is now streamlined with minimal manual intervention.

Insights and Reporting

Talexio’s reporting tools have also proven valuable. The HR team uses insights for board meetings, reporting on employee engagements and terminations. They also provide managers with overtime reports quickly, replacing the old manual calculations that were time-consuming and error-prone.

Staff Feedback

Feedback has been positive across HR, Finance, and employees:

• HR Team: They appreciate the centralised employee records for visibility of employee information, health issues, exam records, and the flexibility to add leave types. They value having everything centralised and accessible with just a few clicks. Overall, the HR team found Talexio easy to learn and prefers it to other systems she has seen.
  
• Finance Team: They highlighted that adopting Talexio was one of the best decisions made, reflecting improved collaboration and trust between departments.
  
• Employees: Initially, there was some resistance, especially from staff used to the paper system. Over time, employees adapted, and now there are no complaints about using Talexio for clocking and attendance.

Advice to Other Businesses

“I would recommend Talexio as a solution to every HR problem. Our Time & Attendance went from being very complicated to very easy. Having everything centralised and giving visibility to the right people through permissions makes processes much more efficient. The support team is amazing – patient, prepared and always quick with answers or solutions.”

Cristina Orsola D’Ambros, HR Specialist