Project case studyField servicePeople management

The jobs were managed. The people behind them weren't.

How AertaOne helped Reactive Property Maintenance bring employee administration, timecards, leave and compliance into one connected application.

The challenge

The business already had a field service management system that handled its operational work. Jobs could be tracked, scheduled and managed, giving the office visibility of what was happening out on site.

But the people carrying out those jobs were managed through a very different process.

Employee hours were collected through spreadsheets and paper records. Leave requests, certifications, onboarding documents and other employee information were spread across emails, shared files and filing cabinets.

When the office needed to prepare payroll, check a certification or confirm that an employee had completed their onboarding requirements, someone had to find the information and bring it together.

The business did not need to replace its field service software. It needed a better way to manage the people behind the work.

What AertaOne built

We developed a dedicated people-management application that sits alongside the existing field service system.

It brings the employee administration that previously depended on separate documents and manual processes into one place, with structured records, approval workflows and reporting.

One connected employee management process

Employees submit their weekly timecard
Staff record their working hours, breaks and relevant leave through a single weekly timecard.
Managers review and approve
Timecards follow an approval process. Managers can review submissions and return them for correction where necessary.
Approved information supports payroll
The office can work from reviewed timecard data rather than collecting and reconciling separate weekly records.
Employee records remain accessible
Leave, certifications, onboarding requirements and other employee information are managed against the relevant person.
The office has a clearer view
Managers can review submitted hours, approval status and employee records without rebuilding the information from multiple sources.

More than a digital timesheet

The weekly timecard was the starting point, but the business needed several related processes to work together.

Timecards and leave

Employees record their working week in one place, including hours, breaks and leave. Managers can review and approve submissions before the information is used for payroll preparation.

Certifications and compliance

Certificates can be stored against employee records with their issue and expiry dates. The office can check what documentation is held, what remains valid and what requires attention.

Employee onboarding

New-starter requirements are recorded individually, giving the business a clearer view of completed training, signed documents and outstanding onboarding tasks.

Employee management

Employee details, reporting lines and relevant employment records are brought together instead of being maintained across disconnected files.

Reporting

Weekly reporting brings the information needed by the office into a consistent format, reducing the need to manually assemble the same records each week.

The difference for the business

Disconnected administration

Before AertaOne

Weekly hours collected through separate records
Leave managed alongside, but separately from, timecards
Certifications and documents stored in different locations
Onboarding progress checked manually
Payroll preparation required information to be gathered and reconciled
Managers relied on emails, spreadsheets and individual staff knowledge

Connected people management

With AertaOne

One weekly timecard for hours and relevant leave
Defined manager approval process
Approved information available for payroll preparation
Certifications and supporting documents linked to employees
Onboarding requirements recorded and tracked
More consistent access to employee information and reporting

The practical improvement is not simply that paper records became digital.

The business now has a more consistent process for collecting, reviewing and finding the information it needs to manage its workforce.

The field service system continues to manage the jobs. AertaOne provides a dedicated place to manage the employee administration surrounding them.

**Mick** Operations Manager Reactive Property Maintenance

How the project started

This was not a proposal to replace every system in the business.

It began with weekly timecards, one of the recurring administrative tasks creating unnecessary work for staff and the office.

From there, the application developed around related needs: leave, approvals, employee records, certifications, onboarding and reporting.

Each part addresses a process the business already had to manage. The difference is that those processes no longer need to depend on separate spreadsheets, documents and email threads.

That is the approach AertaOne takes to business automation: understand what is already working, identify where manual administration is creating problems, and build around the actual needs of the business.

Your business could be next

Is your business still managing its people through spreadsheets and paperwork?

You might already have software for your jobs, customers or accounts, but still rely on manual processes for the work happening around them.

Tell us where information gets duplicated, what your team has to chase every week, or which records are difficult to find when you need them.

We will look at the process, explain what could be improved, and agree a clear scope and price before work begins.

Show us the problem