Kiilto replaced its outdated time tracking solution with Nepton. The onset of the COVID-19 pandemic accelerated the implementation, ensuring that both office employees and production staff had access to worktime management that could adapt to remote work and other changing needs.
Kiilto Family Group is a growing Finnish family-owned company with a history spanning more than a century. Kiilto develops, manufactures, and markets chemical industry solutions across four business areas: construction, industrial adhesives and fireproofing, professional hygiene, and consumer products. As the Group continued to grow, the need for a new time tracking solution also emerged.
“Our previous worktime management solution could no longer meet all of our requirements, so we started looking for an easier and more modern solution that would also work well on mobile devices,” says Heini Järvensivu, HR Coordinator at Kiilto.
The smoothness of the implementation came as a surprise
Kiilto selected Nepton as its solution provider following a thorough evaluation process, and the project definition phase began in early 2020. During the preparation stage, the COVID-19 pandemic emerged, prompting the company to significantly accelerate the implementation. As the previous time tracking system did not support remote work entries, the configuration for office employees was prioritised, and Nepton was rolled out from the beginning of June for employees working in Finland across all five companies within the Kiilto Family Group.
“The transition was very smooth for our office employees. In production, however, we had to adapt to three-shift operations and a variety of other changes during the pandemic, so Nepton really had to be flexible, and it delivered. The system is now so well configured that no matter what kind of shift arrangements we may need in production in the future, we’re ready for them,” says Satu von Bagh, HR Business Partner at Kiilto Family Group, with a smile.
“The implementation went incredibly smoothly. We’ve been extremely satisfied with our collaboration with Nepton and, in particular, with the support we received from Project Manager Henna Sjöman, 110 percent,” says Heini Järvensivu.
Mobile use is easy and provides visibility into personal time entries
At Kiilto Family Group, employees wanted the ability to record and edit their working hours and absences using their own mobile phones. At the beginning of the pandemic, payroll administration spent a significant amount of time correcting time entries, as office employees working remotely often had varying workday lengths that could not be recorded accurately in the previous system. With Nepton, this issue was resolved. In production, managers’ workload has also been reduced, as employees are now responsible for entering and correcting their own records.
“Employees have really appreciated the mobile functionality and the visibility it provides into their own time entries. Previously, I had to send working time reports manually to every office employee, after which they would notify me of any corrections needed. In practice, that meant doing the same work twice,” explains Heini Järvensivu.
Administrative work has been significantly reduced
Kiilto operates under three different collective agreements within the chemical industry. These agreements had not been configured in the previous system, meaning payroll administrators had to apply interpretations manually. Thanks to Nepton’s automated interpretations, as well as integrations with the payroll system and the Solaforce HR system, the administrative workload has been significantly reduced.
“Previously, in addition to our two in-house payroll specialists, we also needed temporary support resources. Since implementing Nepton, however, we no longer require any additional help,” says Heini Järvensivu.
“We can now focus even more on work that creates real value, namely serving our customers,” says Satu von Bagh.
“Together with Nepton, we created comprehensive configurations tailored to our needs. The system had to adapt, and continues to adapt, to demanding requirements.”
– Satu von Bagh, HR Business Partner, Kiilto Family
Nepton Worktime Management at a glance
• Works on all devices
• Collective agreement and local agreement interpretations
• Flexible and comprehensive allocation options
• Comprehensive reporting
• Integrations with other systems
• Approximately 850 customer organisations and nearly 150,000 users
Learn more about Finland’s most popular time tracking solution
