Image by Siggy Nowak from Pixabay
Background
A leading provider in RV rental and travel services that simplifies road trip planning with digital innovation and personalized support.
Offering over 5,000 vehicles across Europe, North America, and Oceania, the platform operates in over 50 cities and provides local travel insights.
With more than half a million nights rented and travelers from over 100 countries, it continues expanding its services, including short-term rentals, long-term subscriptions, and vehicle sales.
For confidentiality reasons, the company name is not disclosed.
Challenges with the Old System That Made the Company Change
With a dynamic and mobile workforce that operates across various locations and requires flexible scheduling, the company faced significant challenges with their previous time tracking system:
* Complexity in Handling Multiple Employee Types and Roles:
The company employs various types of workers, including full-time, part-time, seasonal staff, and contractors, each with different working hours and compensation structures. The old system lacked the flexibility to manage this diverse workforce effectively, often leading to issues in pay calculations and labor cost allocation.
* Lack of Mobile Access for On-the-Go Employees:
Many of the company’ employees, especially those working in customer service, van maintenance, or delivery roles, are frequently on the move. The old system did not offer sufficient mobile capabilities, causing employees to struggle to clock in and out accurately, especially when working at off-site locations or on remote tasks. A modern time tracking system with mobile clock-in functionality, GPS features, and location-based tracking would allow employees to easily track their hours and ensure accurate records, regardless of where they are working.
* Limited Reporting and Data Analytics Capabilities:
The company lacked the ability to gain real-time insights into labor costs, productivity, and employee performance due to limited reporting features in the old time tracking system. This made it challenging for management to analyze data and make informed decisions about resource allocation, scheduling, and staffing levels.
The Company’s Time Tracking Key Requirements
The company had several critical requirements for a time tracking solution to address the complexities of its operations, ensuring seamless integration and operational efficiency. These key requirements included:
- Mobile Time Tracking for On-The-Road Staff – Enable employees to clock in and out from various locations using mobile devices.
- GPS Tracking – Track time based on employee location, ideal for workers traveling in vehicles or visiting customers.
- Task-Based Time Allocation – Ability to log time spent on specific tasks, projects, or customer service calls.
- Intuitive System – An easy-to-use time tracking system that could easily be adopted by all roles, whether permanent or temporary.
- Real-Time Insights – Dashboards showing employee performance, project times, and time tracking.
Why the Company Chose Jibble Time Tracking
When it came time to find a solution to track the team’s time, Jibble stood out as the perfect fit. Here’s why the company decided to integrate it into their workflow:
1# Location-Based Time Tracking with GPS Features:
The company needed accurate time tracking for employees working in different locations. Jibble’s GPS and live tracking features ensured that employees could clock in when they were on-site or travelling, ensuring accurate time tracking and preventing time theft.
2# Mobile Clocking for Flexibility:
With employees often on the move or at client locations, the company needed a flexible solution for time tracking. Jibble’s mobile app allowed employees to clock in and out from anywhere, making it easy to keep track of time regardless of the employee’s location.
3# Offline Tracking Functionality:
The company operates in various locations and requires consistent movement of staff, which results in potential internet cuts. Jibble’s offline tracking feature allowed for time to be tracked despite the lack of connectivity with the tracked data syncing automatically when an internet connection is established.
4# Real-Time Tracking for Operational Insight:
The company needed to have up-to-date information about how time was being spent across their operations. Jibble’s real-time time tracking allowed managers to monitor employee hours on the go, providing immediate insight into the business operations.
How Was the Onboarding Process?
The company’s onboarding experience with Jibble was a highly dynamic process, spanning over 6 weeks. As a company with a distributed workforce across multiple countries and regions, the implementation began with a thorough assessment of the company’s operational needs, particularly for their mobile teams.
Jibble’s customer support team worked closely with the company to tailor the GPS and mobile clock-in features to accommodate the needs of employees working in various locations, including at client sites or while on the road.
After the customization phase, the company rolled out the system in two phases. The first phase focused on employees working in centralized offices, followed by the second phase for their mobile and field staff. This phased approach allowed them to handle the challenges of multiple time zones and varying operational practices.
Throughout the onboarding process, the company provided their teams with instructional resources and one-on-one training sessions, ensuring smooth adoption. The process was completed in about six weeks, and the results included greater efficiency in time tracking, better accountability, and an easier payroll process.
The Benefits Immediately Identified Post Onboarding
Following the onboarding process, the company quickly experienced several key benefits that significantly contributed to its sustainable improvement, including:
1. Improved Tracking for Remote Employees: With teams working remotely across different locations, the company was able to ensure accurate time tracking for all employees.
2. Better Resource Allocation: Real-time time tracking data allowed for better planning and allocation of staff for vehicle maintenance and customer support.
3. Enhanced Project and Fleet Management: Jibble’s tracking system helped streamline maintenance schedules and fleet usage, improving overall operational efficiency.
Main Method of Jibbling In and Out
The key methods for clocking in for the Company is through:
- Mobile App: The company uses Jibble’s mobile app for field workers, enabling them to clock in and out directly from the job site or on the road. This is particularly useful for staff managing campervan rentals or performing maintenance. GPS and live tracking on mobile ensure the time entries are accurate based on location.
Conclusion
The leading campervan rental company significantly benefited from integrating Jibble’s time tracking system into their operations. The flexibility of mobile clock-in features, GPS tracking, and task-based time allocation enabled accurate tracking for employees working across various locations, including field and remote teams.
Jibble’s real-time reporting capabilities provided managers with actionable insights into labor costs, productivity, and project timelines, optimizing resource allocation. The automated payroll integration further streamlined administrative processes, ensuring timely and accurate compensation for all employees, regardless of role or location.
Ultimately, Jibble’s solution improved operational efficiency, accountability, and payroll accuracy, supporting the company’s continued growth and operational success.
