Case
WerkTalent
Automations
Fully automated time registration
WerkTalent is a staffing agency that places hundreds of workers.
Every week, Excel files came in that someone had to retype into HelloFlex by hand, hour by hour, worker by worker.
Today, a robot does that work fully automatically, saving WerkTalent 15 to 20 hours per week. In this case study, you'll read exactly how we approached it and how you can achieve the same result.
Fully automated time registration
The problem: retyping hours for 200 employees
Every week, WerkTalent received Excel files from 6 different clients. Each file had its own layout, its own columns and its own logic for premium hours. The team then had to process those files manually in HelloFlex, line by line:
- Interpret each client's Excel format separately.
- Look up and check the right hour lines for each employee.
- Enter hours, overtime and premiums into the system one by one.
The result: With about 200 employees per week, this quickly added up to 15 hours of pure retyping — a task nobody enjoyed and that had to be completely error-free.
The solution: from Excel to HelloFlex without human intervention
VionA's automation takes over the entire process from Excel to HelloFlex. The only thing WerkTalent still does is forward the Excel files to a fixed email address.
- Email as trigger: As soon as the file arrives, the robot picks it up and starts processing automatically.
- Automatic format recognition: The robot recognizes which format belongs to which client and translates hours and premiums into the right logic.
- Error-free entry in HelloFlex: The robot logs in, looks up the right employee and fills in all hour lines correctly.
The results
- 15–20 hours saved per week: That's equivalent to half a full-time job of administrative work that WerkTalent gets back.
- 6 clients, 0 manual adjustments: The robot automatically recognizes every Excel format, no matter how the client sets up their file.
- 100% error-free entry: No more typos when copying hours and premiums — and therefore no rework afterwards.
Who is this relevant for?
From 4 hours of manual data entry per week, automation pays off.
That also applies to any staffing or secondment agency that converts Excel files into manual entry in systems such as HelloFlex, AFAS or similar software every week. The more employees you process, the bigger the time savings and the faster the automation pays for itself.
Want to have your hours processed automatically too?
On average, the automation is live within 30 days and pays for itself within 7 months.
Within 30 minutes, we can show you how much time — and therefore money — automating administrative processes can save your team.
So schedule a call right away to see how much you can save.
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