Seven entities, one HR system
A multinational real estate company ran HR across seven entities on a system that needed a separate login for every region. I moved all seven onto Zoho People, connected Zoho Recruit and Zoho Expense to it, automated much of their HR, hiring and expense work, and trained the company to run it. Now HR and managers have one login, HR can report across every entity, more than 85% of employee and manager appraisals get completed, and the licences cost less.
- HR & managers
- A login per region
- Old HR system
- Expenses in HR
- HR & managers
- One login
- Zoho People
- All 7 entities
The situation
The company operates through several regional entities, and I worked across seven of them. Their previous HR system treated each region separately, so HR and managers who worked across regions needed a different email address and password for each one. One login for one country, another for the next. It got painful fast.
Expenses lived inside that same HR system too, and were logged by hand. They wanted everything in one place, and Zoho’s licensing came out cheaper, so the move made sense on both counts.
What I built
All seven entities now run on a single Zoho People organization, with Recruit and Expense connected to it.
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Zoho People THE CORE
- One organization for seven entities, so HR and managers sign in once and see every region they’re responsible for.
- HR letters: employees request them, HR approves, and the letter is generated from a template.
- Timesheets and leave tracking for every entity.
- Performance management, refined together with the Head of HR and the Head of Learning & Development until it matched how they actually review people. More than 85% of employee and manager appraisals were completed.
- Reporting across all seven entities: building reports and pulling data out whenever they need it.
- A custom succession planning module, built to their process.
- Offboarding, using Zoho’s offboarding module while it was still in early access.
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Zoho Recruit HIRING
- The full hiring pipeline: job openings, candidates and interviews, end to end.
- Job posting to LinkedIn and their own careers page from the same place.
- A vendor portal, so recruitment agencies can submit candidates directly.
- Connected to Zoho People, so a hired candidate becomes an employee automatically, with no re-typing.
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Zoho Expense EXPENSES
- Expenses moved out of the HR system and into a tool built for them.
- Receipt scanning: snap a receipt and the details fill themselves in.
- Automatic expense reports instead of putting them together by hand.
- Connected to Zoho People, so employee details stay in sync.
Rolling it out
A system only works if people use it. I recorded training videos and ran training sessions for the whole system, not just performance, so HR, managers and employees each knew their part. After go-live, I handled employee questions directly, which meant small issues got fixed quickly instead of turning into reasons to go back to the old way.
The result
- 85%+ appraisal completionacross employee and manager appraisals.
- One loginfor HR and managers, across all seven entities.
- Lower licence coststhan the system it replaced.
- Reports on demandHR can build reports and pull data across every entity themselves.
- A team that knows the systemwith training videos and sessions behind every part of it.
- Hiring in one pipelinewith LinkedIn, the careers page and agencies all feeding into it.
- Expenses that build themselvesfrom scanned receipts into ready-made reports.
Running HR across several entities?
Tell me how it works today, and I’ll tell you what it could look like.
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