Cloetta needed to enhance automated reporting to include customer-specific tasks performed by occasional workers. The Digia Ote mobile app makes it a snap to report and monitor working time and tasks. Wasting time filling out forms is a thing of the past.
Digia had a solution that was a good fit for our requirements with minor customisation. Cooperation has been seamless both during and after the launch project.
Merja Kujala, Systems expert, Cloetta
Digia Ote is a mobile app that enables sales promoters working at stores to record customer visit-related data. About 70 permanent sales promoters are responsible for the point-of-sale display of Cloetta sweets and Karkkikatu pick ‘n mix candies and building campaigns at stores. A similar number of occasional workers and peak-time assistants also work in the field.
Unlike permanent employees, these occasional workers do not use Cloetta’s IT systems. Cloetta mainly acquired the Digia Ote mobile app for these new sales promoters.
“Before the Digia Ote solution, occasional workers reported their hours worked to the office on paper slips, which HR processed manually for payment,” says Oskari Vidman, Sales Manager at Cloetta.
“Furthermore, we couldn’t allocate expenses to different customer accounts and product groups, because we didn’t have a solution for recording visits on a store-by-store basis.”
Cloetta had a clear need from the perspective of finances, sales and HR to include the customer-specific tasks of occasional workers in the scope of automated reporting. At the same time, it enabled the standardisation of practices so that the company can maintain control over the big picture.
There is great turnover among occasional workers. New people are constantly starting to use Digia Ote. Accordingly, it was important to ensure that the mobile solution would have a very intuitive user interface, making it easy to pick up and use. The app works on all devices.
“The solution and UI are so user-friendly that we don’t even need to provide instructions. The app guides the user to complete tasks in the right sequence. We’ve prevented user error with careful design,” says Vidman.
“People can start using the app without time-consuming orientation.”
The user records the customer data, the working time used, the tasks of the day and other data on the visit in the app. The data is entered either for Cloetta or Karkkikatu.
Data on those on Cloetta’s payroll are maintained in the company’s own CRM system, which is linked to the Digia Ote solution. Employee leasing companies manage the data of their own employees using a purpose-designed web form in the solution.
Cloetta mainly sought to divide store tasks among different customer accounts and product groups, and thereby improve its ability to monitor the cost structure. At the same time, the Digia Ote solution supports the main objectives of the company: optimal work quality, customer satisfaction and on-time store replenishment.
Oskari Vidman says that achieving massive monetary savings was not the company’s original goal. However, Cloetta has saved plenty of time and labour in the case of both occasional workers and administration.
“Occasional workers save time when they can enter records during their working day with a few taps of their fingers, instead of filling out a paper form. Our administrators no longer have to handle the forms manually. And it’s now faster to access personal data,” says Vidman.
Thanks to the mobile app for sales promoters, it’s easy to monitor working time and allocate costs. Integration into Cloetta’s CRM system enables smooth transfer of data.
“It’s also been gratifying to see that the users feel good about this,” says Merja Kujala, a systems expert at Cloetta.
“They now feel that they’re an important part of the Cloetta organisation.”
From day one, the end users have felt that the Digia Ote solution makes their work easier. Neither occasional workers nor office staff have shown any resistance to the app.
“The project progressed from specification to launch with exemplary speed and flexibility,” says Merja Kujala.
“Digia had a solution that was a good fit for our requirements with minor customisation. Cooperation has been seamless both during and after the launch project.”
The solution can be smoothly developed further if necessary. Cloetta already has a few ideas in mind.
“For one, we’re thinking about the possibility of using the solution for placing orders by using smartphone cameras to scan EAN codes,” says Oskari Vidman.