Elimination of contract errors for a chain of 4 beauty salons
We launched a contract generator for employment and mandate contracts that pulls data directly from the recruitment system. This eliminated errors in ID numbers and addresses.
The salon chain owner was losing about 5 hours a week correcting typos in contracts and clarifying errors with accounting. The problem grew as more locations opened in Krakow, where staff turnover is naturally higher.
The challenge
With 4 locations and 39 employees, salon managers prepared contracts manually in Word. The most common problems were incorrect ID numbers, address mistakes, and outdated hourly rates. Accounting rejected an average of 27% of submitted documents, which delayed social security filings and built unnecessary tension in the team.
Our approach
Marcin Kwiatkowski conducted a two-day observation of reception work to understand when the chaos begins. Instead of implementing a large, expensive HR system, we opted for a simple solution: an online form integrated with a database. The Wawel Solutions Group team (2 people) configured the tool so that the manager only had to select the candidate's name from a list.
The solution
We built a simple document generator that automatically fills in contract templates approved by the company's lawyer. Data is pulled directly from the recruitment form filled out by the candidate, shifting responsibility for ID number accuracy to the employee. The system selects the correct contract version (mandate/employment) based on selected parameters and sends a ready PDF for electronic signature.
Results
Thanks to automation, the process of generating a complete set of documents shortened from 25 minutes to less than 2 minutes. In the last 4 months, there hasn't been a single error in personal data transferred to HR.
Timeline
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March 2024Audit of the contract preparation process at the Szewska St. office.
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April 2024Launch of the prototype for one test salon.
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May 2024Training for 4 managers on using the PDF generator.
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June 2024Full implementation and connection with digital signatures.
"I thought I had to hire an extra HR person for 4 salons. Wawel Solutions Group showed me that it's enough to throw out Word and replace it with a simple form. It simply works every day."