From employee paperwork
to a complete digital onboarding system
Case study: ServiceMaster Business Clean
How LucidSynergy developed a bespoke mobile application and management dashboard to simplify employee onboarding, reduce administration and give ServiceMaster Business Clean greater control over the entire process.
Client: ServiceMaster Business Clean
Industry: Commercial Cleaning
Services: Digital systems, bespoke application development and business process automation
The Challenge
Making employee onboarding simpler and more manageable
ServiceMaster Business Clean provides commercial cleaning services across Mid Anglia and Norfolk, employing approximately 120 cleaning operatives across multiple locations.
Bringing new employees into the business involves considerably more than collecting their contact details. Each new starter must provide employment information, complete screening questionnaires, review important company policies and acknowledge health and safety documentation.
For the office team, managing this process means keeping track of individual progress, checking submitted information and ensuring the necessary documentation is completed before an employee can begin work.
The business needed a more efficient, consistent and manageable approach to onboarding, one that would work equally well for employees completing their paperwork and the office staff responsible for administering it.
The Approach
Rethinking the original solution
The project initially involved developing an AI-powered conversational onboarding application.
Although this solution was completed and operational, developments in application-building technology created an opportunity to deliver something considerably more capable.
LucidSynergy proposed moving beyond the conversational approach to create a dedicated mobile onboarding application, supported by a central management dashboard.
Working with ServiceMaster Business Clean's managing director, Malcolm, we agreed to develop the more comprehensive solution.
The objective was straightforward: make onboarding easier for employees while giving the business better visibility, control and reliable records throughout the process.
The Solution
One connected system, two different experiences
LucidSynergy developed a bespoke digital onboarding system consisting of two connected applications.
The mobile onboarding app
New employees receive a personalised invitation link, allowing them to complete their onboarding directly from their smartphone, tablet or computer.
The application guides each employee through 19 steps organised into six sections, covering personal information, employment details, screening, company procedures and health and safety.
Progress saves automatically, allowing employees to complete the process at their own pace and return without losing information.
Documents and training materials are presented within the application, with acknowledgements recorded as employees progress.
The management dashboard
The office team has a central dashboard providing a clear overview of every employee's onboarding status.
Staff can see who's started, who's still progressing, which records require attention and who's been approved to work.
The dashboard also enables the team to review completed information, request changes, manage company documents and maintain employee onboarding records.
Together, the two applications provide a structured process from the initial invitation through to final approval.
The following video demonstrates how the mobile onboarding application and management dashboard work together.
The Benefits
Less administration, greater visibility and better control
The new system delivers several practical benefits for ServiceMaster Business Clean.
A simpler experience for new employees
A mobile-friendly, step-by-step process makes it easier to provide information, complete documentation and understand what's required.
A clear overview for the office team
The management dashboard provides immediate visibility of onboarding progress, helping staff identify incomplete records and address outstanding requirements.
Reliable document acknowledgements
The system maintains a permanent record of important acknowledgements, including the document version, confirmation wording and date of completion. When company documents are updated, previous acknowledgements remain associated with the versions employees originally reviewed.
Automated paperwork and notifications
Completed onboarding information is compiled into a branded PDF pack, with notifications sent to the relevant people.
This reduces the need to assemble records and distribute documentation manually.
A system that can evolve
Company documents, questionnaires and training materials can be updated through the dashboard, while additional functionality can be developed as business requirements change. Rather than being restricted by an off-the-shelf solution, ServiceMaster Business Clean now has a system designed around its own processes.
The Outcome
A working digital system that continues to develop
The new onboarding system is now in active use at ServiceMaster Business Clean.
Approximately 18 employees have entered the onboarding process since its introduction, with some already approved to work and others progressing through their requirements.
Feedback from the client and those using the system has been positive.
Since launch, LucidSynergy has continued to introduce refinements and additional functionality based on the business's needs.
The result is a practical digital system that supports an important everyday business process and provides a foundation for ongoing improvement.
The project demonstrates how understanding a business's operational requirements, combined with the right technology, can turn a time-consuming administrative process into a more manageable digital workflow.
Have a business process that could work better?
Many businesses rely on a mixture of paperwork, spreadsheets and disconnected applications to manage everyday operations.
LucidSynergy designs and develops digital systems that bring those processes together, helping businesses work more efficiently without unnecessary complexity.
Wondering what could work better in your business?
