Belgium
Medical Services
+2 500
Located in Brussels, Hôpitaux Iris Sud (HIS) is a network of medical services that brings together four public hospital sites spread throughout the city.
With over 2,500 employees across these local hospitals, HIS is dedicated to providing comprehensive, high-quality care – accessible to all.
As part of their workforce expansion plan, the HR team at HIS made digitalizing the entire employee onboarding process their top priority, aiming to streamline the experience for everyone involved.
Valérie Racot, HR Application Owner, and Nurgül Navak, HR Assistant have been focus on providing a more flexible and secure onboarding experience for new hires, using Clustdoc.
What changed with Clustdoc:
Making employee onboarding a breeze
Before the implementation of Clustdoc, the onboarding process for new hires at HIS was relying on traditional methods: including back-and-forth emails to request information, paper document complex internal interactions to approve a single employee application and more manual tasks to perform.
Valérie recalls experiencing these administrative challenges firsthand during her own onboarding.
“ The amount of information to provide and documents to submit, both by email and on paper, required multiple back-and-forth to complete the onboarding process. As an HR professional, I understand how challenging this can be for new employees, particularly those who don’t speak French and may struggle with the administrative tasks of gathering all the required documents. ”
Onboarding the medical teams involved a cumbersome administrative process for the HR team. Requesting documents often led to manual follow-ups with employees for missing paperwork, non-compliance, or looming deadlines— a real loss of time for the HR teams.
“ We didn’t have any visibility over where employees were in the onboarding process. We were receiving documents in various formats, some of which were impossible to open – requiring us to send additional emails to get the correct ones. Between scattered documents and the constant search for missing paperwork, it felt like an ongoing back-and-forth between new hires and our team. ”
It was crucial to find an all-in-one solution that would streamline and speed up the administrative onboarding process for new hires.
Building an efficient employee onboarding process in no time with Clustdoc
When the HR team introduced Clustdoc, they had 3 key goals:
– Centralizing document collection.
– Simplifying their application verification process.
– Speeding up the onboarding journey for new employees.
The onboarding solution was perfect for Nurgül and the HIS HR team, offering a clear overview over all onboarding processes with features that are both user-friendly and scalable.
“ We quickly implemented Clustdoc into our onboarding routine. We were able to digitize our onboarding checklist, centralizing all the required items we need to collect : online forms, supporting documents, etc. We simply invite the new employee to complete the checklist through the online portal. This level of accessibility Clustdoc provides is a must for us today. ”
With Clustdoc, the hiring process at HIS is a breeze for both parties: employee are onboarded quickly, keeping them engaged, and the HR team access to a secure place to perform their onboarding tasks. The solution helps the team to easily verify, approve/reject all the required documents – eliminating the need for multiple back-and-forth exchanges with new hires.
Providing a modern and engaging onboarding experience for new hires
What Nurgül really appreciates about Clustdoc is the ease of building a dynamic onboarding checklist based on each applicant’s situation. Using the conditional display feature, the checklist shows onboarding tasks in a dynamic way, based on users profile or other predefined rules the HR team set up in the Clustdoc process. That way, HIS was able to provide a frictionless experience while saving time on document collection.
“ We hire both administrative staff, nurses, and paramedics, and the required documents vary depending on the role. However, we didn’t have personalized process for each situation. With Clustdoc, we can now offer a tailored experience to each employee by adapting our forms to their situation. We’re sure to receive the correct documents for each onboarding process we launch. “
Thanks to Clustdoc, HIS was able to deploy a modern and easier administrative onboarding experience for new employees. HIS has received positive feedback from many employees:
“ I’ve only received positive feedback so far. Employees have access to their onboarding checklist from any device, in a secure way, so they can complete their information faster and communicate with us directly from their online application. ”
x2
in productivity since switching to Clustdoc
50
employees onboarded in just 2 months
100%
operational efficiency for HR teams
Operational excellence for teams with maximum flexibility
The lack of visibility over the whole process used to cause significant friction for the teams. With a high volume of employees to onboard each year, managing employee submissions became a real nightmare.
Today, with Clustdoc’s advanced dashboard, the team can easily track the progress of the onboarding process in real-time and communicate with new employees through a dedicated messaging system included in each online application.
What Nurgül enjoys the most is to be able to automate time-consuming tasks such as automated reminders, which has made the onboarding process twice as fast.
Boosting productivity, especially during the document verification process, was one of HIS’s priorities. With Clustdoc, the team can now perform rigorous checks in a systematic way – all from a single interface.
“ The overall experience has been completely positive: the software was implemented quickly, and users adapted to the solution easily without any training. They are very satisfied with it, and we are considering expanding its use to other processes. ”
The HR teams at Hôpitaux Iris Sud found Clustdoc to be a flexible and user-friendly platform that integrates seamlessly with their HR recruitment solution.
How Shelby Erectors aligned HR operations using Clustdoc.
How ANAF streamlines admission applications for faster processing.
Sport In Finance speeds up and streamlines grant applications with Clustdoc.
