Axdif | Our Case Study

Wincos

Company Industry : Automotive & Building Materials

Challenge

Wincos was still using manual attendance processes through paper forms and fingerprint machines, requiring additional recapitulation and offering limited flexibility for employees.
The approval process for leave and reimbursement depended on the availability of supervisors, which could delay requests when supervisors were out of the office.
The use of fingerprint machines also made attendance recording less practical, as employees had to reach the machine first even when they had already arrived within the office premises.

Solution

Wincos implemented Axdif to digitalize attendance, leave requests, reimbursement, and supervisor approvals, enabling employee administration to be managed more flexibly through a single system.
Wincos improved the accuracy and efficiency of attendance administration by replacing manual attendance recording and calculations with a more structured and easily monitored digital system based on location radius.
Through Axdif's digital approval system, supervisors can provide approvals from various locations, allowing leave and reimbursement requests to be processed without depending on the supervisor's physical presence in the office.

Digitalizing Attendance and Approval Processes to Improve the Flexibility of Employee Administration at Wincos

Overview

In managing employee administration, Wincos previously relied on manual processes for several HR activities, particularly attendance recording and approval processes.

Before implementing Axdif, attendance was recorded using paper forms. Employees were required to manually write down their clock-in and clock-out times, after which the data was collected and manually accumulated for administrative purposes.

This process involved multiple steps in managing attendance data. In addition to manual recording, the relevant team also had to compile the data to ensure that each employee's working hours were recorded correctly.

Wincos also previously used fingerprint machines as an attendance method. Although they could be used to record employees' presence at the office, the usage of fingerprint machines made the attendance process dependent on the physical location of the device and provided limited flexibility for employees.

In addition to attendance, administrative processes such as leave requests and reimbursement also required approval from supervisors. When these processes still depended on forms and manual approval, employees had to wait for their supervisors to be available before their requests could be processed.

This situation could prolong administrative processes, particularly when supervisors were out of the office or unable to provide approval in person.

Mobile Attendance and Digital Approval for More Flexible Administration

Axdif helped Wincos transform employee administration processes that were previously handled manually into a more digital, structured, and flexible system.

One of the most noticeable improvements was the attendance process. After implementing Axdif, employees were no longer dependent on paper forms or fingerprint machines. Employees could clock in using their mobile devices as long as they were within the attendance radius determined by the company.

This flexibility provides greater convenience in employees' daily activities. For example, employees can record their attendance once they are within the office area without having to first reach a fingerprint machine.

This usage also helps reduce the risk of employees being recorded as late simply because they had to find a parking space before reaching the attendance machine.

In addition to attendance recording, leave and reimbursement requests became easier because they could be submitted through Axdif. Employees can manage these administrative requirements through the same system without relying on paper forms.

The approval process also became more flexible. Supervisors can provide approvals through Axdif even when they are not in the office. As a result, all requests have never been delayed because a supervisor can decide it in many different locations.

This digitalization makes administrative workflows between employees, supervisors, and the HR team more practical while helping reduce dependence on manual processes.

More Structured and Accurate Attendance Administration with Axdif

Another improvement experienced by Wincos after implementing Axdif was a more organized approach to attendance administration.

Previously, employees' clock-in and clock-out times were recorded using forms and then manually accumulated. This process required additional administrative work while also creating the possibility of errors during data compilation.

After attendance processes were managed through Axdif, attendance information could be recorded digitally, making the data more structured and accurate. The team responsible for employee administration no longer had to rely entirely on paper-based records to track attendance times.

The implementation of a radius-based system also provides a balance between flexibility and company control. Employees have the convenience of recording attendance through their mobile devices, while clock-ins are still limited to areas determined by the company.

Beyond attendance, the ease of submitting leave requests, reimbursement claims, and approvals allows various employee administrative activities to be managed more simply within a single system.

For supervisors, this flexibility allows approvals to be granted whenever they are needed without having to wait until returning to the office. For employees, the submission process becomes more practical because it no longer relies on physical documents and face-to-face processes.

Overall, the implementation of Axdif has helped Wincos transition from form-based administration and fingerprint machines to a more mobile and integrated system. With simple and more flexible administrative processes, Wincos can reduce its dependence on manual processes while creating a more practical and efficient employee administration experience.