Events & Hospitality

Moving to Veho Genie was a successful event for this bar staffing agency

Veho Genie was approached by an event and bar staffing agency based in the South East of England. This particular company were looking for a more effective way to manage their pool of self-employed staff.

Why Veho Genie?

This company was faced with a number of challenges as they increased the number of staff they had on their books as well as the number of events they were working on.

Issues keeping on top of staff documents and checking that they were eligible to work in the UK.

In this particular industry, there are often members of staff who need to prove that they have the right to work in the UK. A company employing staff who do not have the right to work can face huge fines.

Veho Genie allowed this company to store documents such as proof to work on the staff’s profiles and clearly see who is eligible to work before selecting them on a particular assignment.

Too much time spent on chasing up staff

This company was spending too much time individually emailing and calling staff to confirm if they were available to work. This then required a spreadsheet to be created which was not always correctly updated.

Veho Genie allows staff to log in and see what work is available and simply click apply if they are available. As Veho Genie is a cloud-based system that can be accessed on any internet enabled device it has now become easy for admins to see the full staff available list.

Unsure as to whether staff had read vital documents

This company previously emailed out vital event specific documents such as uniform policies, briefing notes and sitemaps. Staff were then instructed to respond to the email to say they had read the documents and this was again updated on an excel spreadsheet that was not always kept up to date.

Veho Genie allows documents to be uploaded to events so that staff can view and download them from within Veho Genie. They can then print, sign and upload them if required. However, there is the more convenient option for staff to “click to say you have read this document”, which then time stamps the document and makes it clear to administrators who has and hasn’t read the documents.

Unable to confirm if all staff had received their start times for each shift, and any last-minute changes/updates became impossible to confirm.

Previously each member of staff was sent out their specific shift details in the form of an email. The staff then had to respond with an email to confirm they had received the start time which was noted down on an excel spreadsheet by the administrators. If there were last-minute changes, such as an earlier start time, or a different meeting location, this had to be communicated to all staff individually by email, and there was almost no way to confirm that they had received this new information. This then required numerous hours to be spent calling round all staff.

Veho Genie sends out shift start times, locations and end times in the form of an “assignment” and staff receive these details by text, and within their Veho Genie profile. They then accept the details by replying to the automated code at the bottom of the next. From an administrator point of view, the assignment colour changes from orange to green as it is accepted. If the start time needs to be changed, this can be done within the assignment, the staff will receive a new text, and they will have to respond with a new code to confirm they have received the change and turn the assignment from orange to green.

Ambulance & Healthcare

This Private Ambulance company didn’t look back after giving Veho Genie the Green (and blue) Light

Veho Genie was approached by a private ambulance company based in the Thames Valley Area. This particular company were looking for a more effective way to manage their pool of self-employed paramedics and ambulance technicians.

Why Veho Genie?

This company was faced with a number of challenges as they increased the number of staff they had on their books and we increasing the amount of patient transfers and events that they were working on.

Issues keeping on top of staff documents and checking that they were eligible to work in.

In this industry it is vitally important that staff sent out to patients and clients possess the right qualifications. Even more so for companies aiming to pass their CQC registration.

Veho Genie allowed this company to put the emphasis on staff to upload the appropriate documents to their profile on the site. Previously staff had emailed in their documents, and then the company would save them to a Microsoft Office folder. Alternatively, staff would post in their documents and the admin team would have to scan and upload them to the computer. Staff were encouraged to upload their own documents and administrators simply have to accept them. They are then kept in a secure, password protected system using two factor authentications. This is a fully GDPR compliant process.

Too much time spent on chasing up staff to see if they are available to work

Too much time was wasted on individually emailing and calling staff to confirm if they were available to work. This was then entered on a complex spreadsheet which was not accessible by all users if they were out of the office.

Veho Genie allows staff to log in and see what work is available and simply click “apply” if they are available. As Veho Genie is a cloud-based system that can be accessed on any internet enabled device it has now become easy for admins to see the full staff available list.

Unable to confirm if all staff had received their start times for each shift, and last-minute changes/updates became impossible to confirm.

Previously each member of staff was sent out their specific shift details in the form of a manual text. If there were last minute changes, such as an earlier start time, or a different starting location, this had to be communicated to all staff individually by text, and there was almost no way to confirm that they had receive this information. This then required numerous hours to be spent calling around all staff.

Veho Genie sends out shift start times, locations and end times in the form of an “assignment” and staff receive these details by text, and within their Veho Genie profile. They then accept the details by replying to the automated code at the bottom of the text. Administrators then watch as the assignment colour changes from orange to green as it is accepted. If the start time needs to be changed, this can be done within the assignment, the staff will receive a new text, and they will have to respond with a new code to confirm they have received the change and turn the assignment from orange to green once again.

Invoicing and timesheet entry

One of the most time-consuming processes for this particular company was the requirement for staff to invoice the company. Previously staff would email in their own attempt at a timesheet which would often be filled with calculation errors. This would then need to be imputed by the accounts staff into their accounting system, which on average would take 5 minutes per invoice. For a month involving 100 invoices 8.5 hours of admin time.

Veho Genie allows staff to fill out their timesheet online, with boxes to select start and finish times which then automatically calculates the total hours without any admin interaction required. Staff can also add expense receipts to this area. The invoice is submitted, and administrators just press the “accept” button if they are happy. This process now takes just approximately 30 minutes, saving around 8 hours in administrator time.

Paying roll was taking too long to run

For this particular company it took a very long time to pay all staff, and even to find out who was owed what and what their particular bank details were. This would involve even more spreadsheet and a laborious process of cross-checking multiple documents.

Veho Genie has a clear “payments due” tab where it is obvious how much members of staff are owed, and their bank details from their profile which is all listed in one clear view. This view can also easily be exported to excel so that if required this could be given to payroll/book keeping staff to easily work their way down one list. For some banks, this list can be imported directly into their system and pay staff automatically.

Travel & Logistics

How Veho Genie Changed The Journey of a Luxury Transport and Logistics Provider

Veho Genie is used on a daily basis by a transport and logistics company who provide high-end chauffeurs for some of the UK’s leading events. This particular company was looking to improve its admin and efficiency in 3 key areas: online document storage, sending out working opportunities and information, and invoicing.

Issues keeping on top of staff documents and checking they are eligible to work in the UK.

In the chauffeur industry, it is particularly important to make sure that staff have a valid driving licence and signed import documents such as NDA’s and confidentiality agreements. Previously, staff signed these and then posted them to the office, for them to be stored in a safe, or uploaded to a Microsoft Office folder.

With Veho Genie, these could be downloaded by staff, printed, signed and then uploaded to their own profile. This significantly reduces the time taken by administrators who now just have to accept uploaded documents. These documents are now stored in a GDPR complaint cloud-based system.

Too much time spent on chasing up staff to see if they are available to work

When drivers are required for events, sometimes as many as 200, the company would send out an email and wait for responses. These would then be updated on to a spreadsheet, but there is no clear way to understand who had seen the message. This spreadsheet was also not able to be edited at different locations, so was often out of date if information changed.

With Veho Genie, staff would receive a notification with the full details and can apply to the “project” on the site. This list can be seen by administrators and managers on any internet enabled device.

Unsure as to whether staff had read vital, pre-event documents

In the run-up to an event, there are vital documents such as route maps, and briefing notes, that need to be read by all staff. Previously these were sent out on a variety of emails and there was no up to date way to track who had read the documents.

With Veho Genie, these documents are attached to each event, and staff must click to say they have read them. Administrators can easily see who has read the documents, and at what time.

 

Unable to confirm if all staff had received their start times for each shift, and last-minute changes/updates became impossible to confirm.

Previously each member of staff was sent out their specific job details in the form of an email. If there were last minute changes, such as an earlier start time, or a different meeting location, this had to be communicated to all staff individually by another email, and there was almost no way to confirm that they had receive this information.

Often managers would have to call round staff individually and tick them off a list to confirm they had their job details.

Veho Genie sends out job start times, locations and end times in the form of an “assignment” and staff receive these details by text and must reply with a code to confirm they have received them. Administrators then watch as jobs turn from orange to green on their screen to show they have been accepted. If the start time needs to be changed, this can be done within the assignment, the staff will receive a new text, and they will have to respond with a new code to confirm they have received the change and turn the assignment from orange to green.

Invoicing and timesheet entry

One of the most time-consuming processes of the event was staff sending in their invoices and timesheets. Staff would email these, but many would include calculation mistakes and errors. These would then be entered into a Microsoft access database which would often take around 2 minutes per invoice. For events with over 200 staff, this was a very long process.

Staff now enter their invoice into the field on Veho Genie, so that calculation errors will not occur. They can also attach expense receipts for claimable expenses such as fuel, parking and car washing. There is no double data entry by managers, who simply accept the invoice at the end.

Paying roll was taking too long to run

Once staff have had their invoices accepted for an event, their amount owed is moved to the “invoices to be paid” area of Veho Genie. This is where members of the management team can clearly see who is owed what, and when it is due. There is also a clear view of the staff bank details, and this page can be easily exported to a spreadsheet to be handed to the payroll team. This one page view of payroll saved the management team having to open a number of documents and spreadsheets to run something as simple as payroll.

Security

How Veho Genie secured the admin processes for a Security and Man Guarding Agency

Veho Genie was approached by a security company that provides staff for some of the biggest festivals in the country, as well as door and residential security at football matches, shops, nightclubs and private residences. This company had a requirement for a system that would allow them to spend less time on administration.

The company told the Veho Genie team that prior to, during and after events the administrators were overloaded with admin. They would spend weeks chasing up the availability of staff, now using Veho Genie staff log in and apply for roles and events.

There is no longer a need for the company to email out briefing notes, uniform polices and start times, then spend days chasing up individuals to confirm that they had read these documents. On Veho Genie, staff view all documents online and click to show they have read the documents. The administrator can easily check that all documents have been read.

Assignment details, such as start times and locations, are sent out by automated text message, contractors must reply with the code given to confirm that they have understood their details. The individual assignments will automatically turn from orange to green on the administrator’s page as users reply with the code.

Time spent invoicing has now dramatically reduced, on Veho Genie staff enter their hours and expenses themselves, and administrators just have to check it. This company told us that Veho Genie has stopped them from dreading events due to the admin that was involved, the system has made their admin much more efficient, and streamlined.