From Spreadsheet Chaos to Seamless HR: A Multi-Location Agency's Journey with Calamari

In the competitive world of travel agencies, staying on top of HR operations across multiple locations can make or break your operational efficiency. As our agency expanded to five different locations, we found ourselves at a critical turning point: continue with fragmented spreadsheet-based processes or find a solution that could unite our entire organization through tools we already use.

Our rapid growth over the past year brought both excitement and complexity. With five agencies operating in different locations, our traditional approach to HR management was showing its limitations:

"Each team kept track of time off on a spreadsheet. This was not very accurate and made it difficult to keep track of when people were on vacation," recalls our management team. We needed timesheets and leave tracking that worked across all locations while maintaining clear visibility and control.

After evaluating three different HR solutions, we had a clear priority: the system needed to work seamlessly with Microsoft Teams, our organization's daily communication hub. Calamari stood out immediately, offering not just the functionality we needed, but also the most cost-effective solution with native Teams integration

The ability to manage HR processes directly within Microsoft Teams transformed our daily operations:

• Instant access through existing credentials: No new logins to remember—employees access everything through their Microsoft accounts
• Mobile-first approval workflow: "Approval of time off requests is very easy on the Microsoft Teams app on your phone if you are not at your laptop"
• Complete visibility within Teams: Managers can view their entire team's time off calendar without switching platforms
• Streamlined timesheet submission: "No need to get individuals to submit their time sheets for payrolls now that is on Calamari"

The transformation was remarkably quick.

From travel agents to accounting and head office staff, every department embraced the platform thanks to its intuitive interface within Teams.

The transformation in our daily operations has been remarkable. Looking back at our previous processes, "Each team kept track of time off on a spreadsheet, this was not very accurate and made it difficult to keep track of when people were on vacation." Every payroll period brought the tedious task of collecting individual timesheets, and we struggled to maintain a clear picture of team availability across our five locations.

"It has been a game changer and has made our lives a lot easier." The approval process that once required multiple emails and spreadsheet updates now happens with a few clicks in the Teams app.

Most notably, our overall communication and collaboration have improved dramatically since implementation. Employees now have constant access to their leave allowance and request status, leading to better engagement with our HR processes. As the results show, "We finally have accurate leave and time sheet tracking as well as control over approval thereof."

For companies considering Calamari, especially those already using Microsoft Teams, our experience offers valuable insights:

• Focus on integration: Choose tools that work within your existing systems
• Expect quick adoption: With the right solution, transformation can happen in days, not months
• Value comprehensive support: "Implementation was effortless and Aleksandra was always quick to respond and very helpful when we had questions"

For organizations looking to streamline their HR processes while leveraging their Microsoft Teams investment, our experience shows that choosing the right integrated solution makes all the difference. "Very good return on investment as this is a cost-effective solution that meets all of our requirements."

The combination of Calamari's comprehensive features and seamless Microsoft Teams integration hasn't just improved our HR processes—it's transformed how our entire organization manages time and leave across all locations.