How Breathe made efficiencies and saved money for Easby

"Breathe had everything I needed, both from an administrator side and from an employee and manager self-service side. It has everything we need without tons of extraneous stuff we’ll never touch. The price point was absolutely key for us." 

- Kay Fletcher, HR Manager at Easby Group

Challenges 🎯

The Easby Group faced significant HR challenges as it separated from its previous owner. With three companies spread across four sites and 75 employees, Kay Fletcher, the HR Manager, needed a comprehensive HR software solution. The existing interim system, Access People HR, was inadequate, with messy employee records, no self-service functionality, and heavy reporting processes. 

"There was a complete lack of reporting on changes, historical details, and other relevant information. This inadequacy led me to seek new HR software, as our current system was essentially just a spreadsheet." 

Key pain points: 

• Inadequate HR system functionality
• Conflicting employee records
• Lack of self-service and visibility
• Time-consuming reporting
• Urgent need for a quick implementation 

"Only Breathe and one other HR software solution offered a free trial. Many other software providers insisted on giving a demo instead. The free trial was extremely beneficial, allowing me to test data, generate reports, and explore various features of the product." 

Solution ✅

Kay Fletcher started a search for a new HR system with specific criteria in mind: good reporting capabilities, self-service functionality, and affordability. After evaluating multiple systems, Breathe emerged as the ideal solution, offering a free trial that allowed Kay to test its full range of features. 

"I needed robust reporting on sickness leave, and it was a bonus to have asset management capabilities to track work phones and similar items. Additionally, I required a system to manage our Grey Fleet compliance, including monitoring MOTs and insurance. Breathe's equipment log feature provided exactly what I needed." 

Implementation 💻

The onboarding process was straightforward, involving easy data uploads and setting up functionalities such as leave management and compliance tracking. Breathe’s intuitive interface made it easy for Kay to navigate and customise the system to fit the Easby Group’s needs. 

Implementation highlights: 

• Seamless data upload 
• Customisable settings  
• Fast onboarding with self-service functionalities 

"I focus on how we're implementing and familiarising users with self-service functionalities. Understanding the experience from the perspective of the end user, not just the admin, has been incredibly helpful. After navigating and making mistakes only a few times, I quickly became comfortable with the system." 

Results 📊

Efficiency gains 

Kay now generates board reports swiftly, a process that previously consumed hours. The self-service feature empowers managers and employees to manage their information independently. 

"When we implemented Breathe, a particularly helpful feature was the reporting function, which some managers use to generate reports on their own staff. This tool is indispensable for me as well. For example, a few months ago, I spoke with our Operations Manager, who was able to run the necessary reports independently and said, 'I don’t need to bother you; I can access the report whenever I want.' This level of self-service significantly improves our efficiency, making Breathe a standout solution – it's winning on self-service." 

Enhanced visibility

The dashboard offers a quick snapshot of essential HR metrics, improving overall management efficiency. 

"The dashboard is invaluable for providing a quick snapshot of ongoing activities. It allows us to monitor critical items like MOTs and insurance with pop-up reminders for upcoming reviews or updates, such as tasks due in the next few days. Previously, I had to manually check and remind myself of these details using a spreadsheet."  

Improved data accuracy

Breathe ensures reliable and secure data storage, eliminating the risk of outdated or lost information. 

“Every month I create a board report for our directors and now that’s a much easier process. I can go into the system and pull the three reports I need out of Breathe and then, for example, I can delete any columns that are irrelevant and pop it together and send it to where it needs to be.  

Before Breathe, if I had ad hoc requests, for example, from the Managing Director – “Can you let me know about X?” It used to be, “Give me half an hour”, because I would have to run two different reports and merge them etc. Now, I say, “Hang on, give me two minutes” – and that’s it.”   

Impact on business 🚀

Cost savings

Breathe’s affordable pricing has provided Easby Group with a comprehensive HR solution without breaking the bank. The company saves money by avoiding the high costs of other HR systems while gaining more functionality. 

"Previously, I’ve worked with companies that have had an underutilised HR system and a separate, paid system for managing absences. In my first end-of-year HR report, I highlighted the potential cost savings. With Breathe, we now have more functionality, use it effectively, and get everything we need at a sensible price."  

Business continuity

User permissions and a secure system ensure business continuity, even if key personnel are unavailable. This is a significant improvement over the previous reliance on spreadsheets and limited-access HR drives. 

"It's crucial to have accurate data readily available. In the past, we relied on spreadsheets, which always caused some anxiety about whether they were updated correctly. Now we use Breathe, it’s much more straightforward. I no longer have to worry about backups, as the data is secure and safe. Previously, I was paranoid about losing spreadsheets, backing them up at least weekly and trying to remember where I saved them. Having a live system now is incredibly convenient." 

Kay's Advice for others 💭

"Take advantage of the free trial and explore Breathe’s features thoroughly. For small to medium-sized businesses, there's a good chance it will meet your needs because it's easy to use. So, just go for it — why not?" 

Easby Group’s successful implementation of Breathe has streamlined their HR processes, provided significant cost savings, and enhanced overall efficiency. Breathe continues to support Easby Group’s HR needs as the company grows and evolves.