With dox42 and Skribble we implemented a digital solution for HR documents in just 10 days

Faced with the massive challenge of how to distribute documents to its pilot and cabin crew work force, easyJet Switzerland with the collaboration of dox42 and Skribble implemented a digital solution in just 10 days.

The Covid 19 pandemic has had a major impact on airlines across the world. Whole fleets of aircraft have been grounded due to borders closing and sanitary measures restricting travel. In Switzerland we are incredibly fortunate to have the Reduced Working Time Scheme (Kurzarbeit/RHT) which provides financial support to companies who see a temporary downturn in their productivity.

During the pandemic, easyJet Switzerland has benefited from the Reduced Working Time scheme and like other companies under the scheme, was relieved to be able to use the simplified process which was implemented by the Swiss government until July 2021. From July onwards, when the authorities declared that the number of companies claiming under the scheme had reduced and the normal process for claiming was reinstated, we faced the following main challenges:

• The normal process includes the requirement for each individual employee to validate their hours before the company can submit a claim.
• As our Pilots and Cabin Crew work irregular hours, finding a simple, efficient and manageable solution which would allow them to validate their hours was critical.
• Uploading approximately 900 documents – all of which contained different, individual, personal information – and get them to our employees.

This is where the automation tool dox42 comes into play: the HR department simply feeds employee data such as workload and hours worked into dox42 via an Excel file. The tool generates 900 personalised documents from this data, which are then sent directly to the relevant employees for signing.

The integration of Skribble and dox42 enables an automated process:

• By linking dox42 with Skribble's e-signing platform, these individually issued documents can be signed directly using a simple electronic signature (SES) that requires no account creation for the employees.
• The employees sign their documents on their smart phone or pc through the link sent to them by Skribble and the document goes in to the company’s Skribble to be collected at the end of the process.

The collaboration with dox42 was extremely effective. The technician who partnered with us on the project was knowledgeable, professional and solution focused. He was even available to carry out tasks to move the project forwards during his vacation! The entire implementation, from the idea to the creation and dispatch of the 900 personalised documents, took place in just 10 days.

We will now consider how we can further collaborate with dox42 in the future."