ESS Group streamlines HR operations with Caspeco and Scrive
Explore how Caspeco and Scrive helped ESS Group improve their HR processes and reduce delays.
ESS Group is a hospitality company known for its unique hotels, restaurants, and experiences across Sweden. With a focus on creating unforgettable guest experiences, ESS Group relies on efficient digital solutions to manage its growing workforce. If you want to read more about ESS Group, you can do so at their website..
Challenge
Managing employment agreements and HR documentation manually was a time-consuming and resource-intensive process for ESS Group. Payroll administrators and HR teams had to handle large volumes of paper agreements, leading to inefficiencies, delays, and unnecessary environmental impact. Keeping track of agreements, amendments, and employee documentation required significant administrative effort, especially during periods of rapid hiring.
Solution
By implementing Caspeco and Scrive, ESS Group transitioned to a fully digital process for employment agreements and other essential HR documents. The platform allows HR to send agreements for e-signing securely and efficiently, ensuring documents are reviewed before being sent to minimise errors. The system also manages attachments, confidentiality agreements, responsibility addendums, warnings, and employment certificates, centralising all HR documentation in a single digital archive.
The digital solution also enables multiple stakeholders to participate in the signing process. Hiring managers can track agreement statuses in real time, and HR can approve documents before they are sent to employees. This level of oversight improves transparency and control over the entire signing process.
Results
The adoption of Caspeco and Scrive has transformed ESS Group’s HR operations:
- Significant time savings: Previously, handling employment agreements required a dedicated full-time position managing 5–10 agreements daily. Now, agreements are sent remotely and digitally, drastically reducing the workload.
- Faster onboarding: When opening new locations or expanding teams, ESS Group can onboard staff quickly without the delays of manual paperwork.
- Improved compliance and organisation: Digital archiving makes it easy to retrieve old agreements and certificates, ensuring all documentation is properly stored and accessible when needed.
- Reduced environmental impact: By eliminating paper agreements, the company has significantly cut paper consumption, aligning with its sustainability goals.
- Better oversight and control: The system provides a clear overview of who has signed agreements and who is still pending, improving follow-ups and reducing administrative overhead.
“Without this service, we would need a full-time position to manage these tasks.”
Mahlin Nylander – HR/Payroll Administrator
About Caspeco
Caspeco provides a complete restaurant system for the hospitality industry, optimizing operations and guest experiences for 2,500+ Nordic businesses. From bookings to online orders, QR codes and handheld POS — we streamline it all. We also handle staff management, including shift planning, time tracking, and payroll. With powerful analytics, our customers uncover new ways to boost profitability. Simple and smart for cafés, franchise chains, and everything in between.
Let’s talk
Request a meeting so you can tell us what you’re trying to solve, and we can look at how Scrive can streamline your business processes and bring value to your organisation.
