Tools for Jira
Tools for monday.com
Smart Checklist helps you organize your work with clear ToDo’s. Create checklists, save them as templates, and apply them to recurring tasks with automation. Now Runs on Atlassian!
Smart Templates allows you to create Jira issue templates with variables & pre-filled fields, use built-in scheduler & automation to standardize team workflows. Now Runs on Atlassian!
HR Team
Boost onboarding eNPS to 100% and reach a 91% productivity rate for new hires
Company: Railsware, IT Services and Consulting, >200 talents
Problem
Without a streamlined process, the HR department manages extensive administrative tasks manually, coordinating with IT, Security, Legal, Finance, and other teams involved in onboarding. Additionally, the process of updating and optimizing the workflow is manual and prone to human error. This burden can lead to high turnover rates, low eNPS, and delayed positive impact from new hires, ultimately weakening the company’s ability to scale, maintain a strong culture, and build high-performing teams.
Solution
Document and standardize the onboarding process across the entire company using Smart Tools for Jira. The introduction of Smart Templates for Jira transformed the pre-onboarding process into a well-structured and efficient workflow. Once a new hire accepts the offer, a responsible recruiter creates a list of tasks from the internal onboarding template. This includes issues for the People, Legal, Finance, Procurement, Security, and Operations teams. All responsible team members are assigned automatically, provided with the necessary documentation, and step-by-step instructions.
Tools: Smart Templates for Jira, Smart Checklist for Jira
The implementation of different types of variables helps keep one template applicable to all onboarding processes at Railsware. Smart Checklist integration helps to break down each task into clear actionable ToDos. Every new hire’s onboarding starts with a single Jira issue that includes a Smart Checklist template outlining tasks for the trial period, along with links to onboarding materials.
Result
Thanks to Smart Tools, our onboarding eNPS has reached an outstanding 100%, and our company-wide Experience Survey reveals that new hires rate their productivity and development at an impressive 91%. These results are remarkable, especially for the trial phase.
Operations Team
Cut business-travel request time by 25% with automated Jira checklists
Company: Railsware, IT Services and Consulting, >200 talents
Problem
- Optimizing time spent to resolve business travel requests
- Difficulty in coordinating between different departments
- Aligning outcomes with both requestor’s preferences and company-wide policies
- Maintaining flexibility to address the requestor’s preferences, policies, and specific trip requirements.
- Streamlining the payment process and ensuring the company is using the best deals available on the market
Tool: Smart Checklist for Jira
Solution
Following the Codifying Processes methodology, the Railsware Operations team began by interviewing every team involved in the travel process. Through these interviews, they defined a list of ToDo items to cover all aspects of the travel process, including:
- Collecting the requestor’s travel preferences
- Validating documentation
- Researching flight and accommodation options
- Calculating budgets, daily allowances, and city taxes
- Booking flights, transportation, and lodging while adhering to policies and price ranges
- Sharing itineraries with the requestor beforehand
- Ensuring smooth arrival and post-travel feedback collection
To eliminate human error, most checklist items include detailed descriptions with relevant links, step-by-step guidelines, and recommendations based on team experience.
Result
By using Smart Checklist, Railsware achieved significant time optimization in their business travel management:
- In 2023, spent 526.04 hours for 121 cases = 4.35 hours spent per travel case
- In 2024, spent 582.88 hours on 180 cases = 3.24 hours spent per travel case
This represents a 25% reduction in time spent on each travel request.
Finance Team
Save 175 work days per year on payroll using scheduled issue templates
Company: Railsware, IT Services and Consulting, >200 talents
Problem
- Managing payroll calculations, including all the components (net/gross payment amount, bonuses, tax, deductions, etc) without a clear workflow
- Data, required to create payroll, is scattered across different systems and documents
- Non-compliance with internal policies and external regulations payroll can result in penalties and legal consequences
- Creating issues for repetitive tasks in payroll processes is time-consuming and may lead to human error, especially in large organizations with multiple locations or departments.
- Requesting approvals and clarifications can add complexity and delays
Solution
Template entire processes in Atlassian Jira: create a payroll template with a list of issues, structured hierarchy and text variables. Pre-fill fields and add checklists to the issues with clear to-do lists. Set up automation for issue creation on a monthly basis. This way you’ll save time, streamline the workflow, and minimize human error.
Tools: Smart Templates for Jira, Smart Checklist for Jira
Implementation of the dynamic value functionality – text variable {{month}}, helped Railsware Finance Team to make one template applicable to all payroll cycles.
Result
In 2018, the Railsware Finance team spent about 12 hours per person per year to process the payments of compensation to contractors. By 2023, this number had decreased to 5 hours, optimizing the workflow in Jira by 7 hours.
With more than 200 contractors, the company managed to save 175 working days per year thanks to the codified payroll process.
