Human Resources Software

Fire Protection and Security Systems Company Improves Efficiency with Staff Files

“I generally have Staff Files open all day. This allows me to have a fast response to employee inquiries about their available time off. All I need to do is open the program in the morning and I immediately see all of my event reminders. That way nothing important is missed and no time is waster.”

John Lester, Employee Services Manager
Alliance Fire and Safety

Customer Profile

Alliance Fire and Safety provides fire, life safety, and security systems in Venice, Florida. They have two managers using Staff Files including John Lester, their Employee Services Manager.

Situation/Challenge

Before implementing HR software from Atlas Business Solutions, they were writing employee information by hand into paper personnel files. Their three biggest challenges when using paper personnel files were:

1. Tracking accrued paid time off (PTO),
2. Tracking benefit eligibility, and
3. Accessing employee documents instantly.

“We wanted to fully digitize all employees’ personnel files and have an easy-to-use program that could be used by multiple users in the same way,” John explained. “We also wanted an HR system that was simple, efficient, and well supported, when needed.”

A colleague referred them to Staff Files. When they reviewed it, they found Staff Files to be extremely user friendly and did most of the paperwork for them.  It was easy to learn, versatile, and had a great price.

Solution

For the past five years they have been using Staff Files to organize and manage general employee information, scanned and saved documents, available PTO and vacation time, employee termination and re-hire notes, as well as event reminders.

Event reminders are one of the features in Staff Files they use the most. Not only for benefit eligibility, they also help keep track of birthdays, certifications, and license expiration dates.

The Accrual Ledger, along with its corresponding reports, provides accurate and relevant PTO balances and projections to employees. John no longer needs to maintain a separate spreadsheet or do PTO estimates for employees who are planning time-off in the future. Staff Files automatically computes PTO balances using an Auto Accrual Policy. Now, John only needs to enter the amounts to be deducted as employees use their PTO.

Benefits

Staff Files gives them digital access to all employee documents, makes their time-off accrual records much more accurate, and helps them avoid missed deadlines for certifications, licenses, and benefit eligibility.

They also believe HR software helps them save time. “I generally have Staff Files open all day. This allows me to have a fast response to employee inquiries about their available time off,” John said. “All I need to do is open the program in the morning and I immediately see all of my event reminders. That way nothing important is missed and no time is wasted.”

Not only has the convenience of instant access to employee files been helpful for John, but also for their Payroll manager. Their Payroll manager has access to Staff Files, too, so they can verify paid time off balances and vacation requests without John’s assistance, which allows for more efficiency.

They started to see positive results from using Staff Files immediately after implementation and continue to see a return on their investment almost every day.