Rota Serena: 12 hires a month without a single piece of paper

01

The challenge

Rota Serena hires about 12 people a month, mostly drivers. Documents arrived by email and WhatsApp, in crooked photos, and the contract was signed on day one, when possible.

On the road, rest between shifts was tracked by the drivers' own reports. Rest under 11 hours only showed up months later.

The payroll team had two people for 140 employees.

02

How the rollout went

1. Week 1

   Contract templates, terms and a document list by role. The driver's license became a mandatory document for drivers.

2. Week 2

   Mobile time tracking with a rest-between-shifts alert: Vela warns the manager before the next departure if the rest doesn't reach 11 hours.

3. Week 3

   The first fully digital hires, with the S-2200 sent before the start.

03

The routine, before and after

• Documents

  BeforePhotos by email and WhatsApp

  With VelaA checklist by role, with corrections requested in the app

• Contract

  BeforeSigned on day one, when possible

  With VelaSigned on the phone before the start

• Rest between shifts

  BeforeDiscovered months later

  With VelaAn alert before the next departure

04

Results

• 9 → 3 daysfrom offer acceptance to a complete record
• 100%of contracts signed before day one
• −80%rest-between-shifts violations in 6 months

Fictitious numbers, created for the portfolio.

05

Next steps

The next step is integrating time tracking with truck tracking.