Providing a payslip to one employee is straightforward.
Providing secure, reliable access to pay documents for more than 1,200 employees across a growing organisation is a very different challenge.
The larger and more complex the workforce becomes, the greater the need for processes that are secure, scalable and importantly, simple for employees to use.
One SSLPost client faced exactly this challenge.
After 35 years of organic growth and acquisitions across the UK and Europe, the organisation had grown to employ more than 1,200 people.
They needed an ePayslip solution capable of supporting the workforce they had today, without limiting where the business might go tomorrow.
Payslips and P60s contain highly personal information.
For this organisation, protecting employee privacy and data was therefore central to the decision-making process.
However, introducing strong security can create another problem if it makes everyday access unnecessarily complicated.
Employees already have passwords and systems to remember.
Adding yet another set of credentials wasn’t the experience this organisation wanted to create for their employees.
The preferred solution was Single Sign-On (SSO); allowing employees to access their pay documents through a familiar login process while supporting the organisation’s existing security policies.
It’s a useful reminder that security and employee experience don’t have to compete.
Done properly, they can support each other.
The organisation chose SSLPost’s ELMhub ePayslip solution, providing employees with secure access to payslips and P60s 24 hours a day, 365 days a year.
Combined with Single Sign-On, retrieving PAYE documents became straightforward and accessible.
Employees no longer had to rely on Payroll when they needed another copy of a document, they could access the information themselves, whenever and wherever they needed them.
That has helped reduce duplicate document requests and reports of documents not being received.
For an organisation employing more than 1,200 people, removing even a small amount of repetitive administration across the workforce can make a meaningful difference.
We’ve talked previously in this series about Employee Self-Service.
This case study shows what that looks like in practice.
Good self-service isn’t about pushing HR administration onto employees. It’s about giving people control over straightforward tasks they don’t need HR or Payroll to perform for them.
An employee needing an old payslip shouldn’t necessarily need to submit a request, wait for someone to find it and then have it resent.
If they can retrieve it securely themselves, the process becomes easier for everyone.
Multiply that across a workforce of more than 1,200 people and the value becomes clear.
The organisation’s growth story also created another important requirement, flexibility.
The solution needed to meet its immediate need for secure payslips and P60s, whilst allowing room for future development.
ELMhub gives the organisation the ability to accommodate additional documents as its requirements change.
This is an important consideration when choosing HR technology.
Solving today’s problem is essential.
However, replacing the system every time tomorrow’s requirements change, isn’t efficient.
Technology should have space to grow with the organisation.
Security isn’t simply about preventing deliberate attacks.
Organisations also need to consider how personal documents are delivered, accessed and stored as part of their wider data protection responsibilities.
The combination of a secure employee portal and Single Sign-On enabled the organisation to provide straightforward employee access while supporting its GDPR and Data Protection requirements.
The result is a process that works for both sides:
Employees get simple access.
The organisation maintains control and security.
Large organisations don’t necessarily need complicated employee experiences.
In fact, as organisations grow, simplicity becomes even more valuable.
The lessons from this case study apply well beyond a 1,200-person workforce:
For this organisation, the objective wasn’t simply to replace paper or digitise a payslip.
It was to create a secure, reliable and accessible way of delivering important employee documents across a large and evolving workforce.
ELMhub, combined with Single Sign-On, provided that foundation.
Employees can access what they need, when they need it. Payroll receives fewer duplicate requests. Personal information remains protected and the platform has the flexibility to accommodate future requirements.
That’s what digital transformation should achieve. Not more technology for its own sake, but simpler processes that continue to work as the organisation grows.
