City of Lokeren

Implementing a new time tracking system in cities or towns requires a great deal of specific expertise. Specific legal status regulations must be taken into account. This was no different for the city of Lokeren. There was also an additional requirement: the system needed to communicate with the payroll engine for the city and the Public Centre for Social Welfare, and with the personnel database application as well.

Legal status regulations

Legal status regulations are a complex matter that holds no secrets for Syntegro, thanks to its extensive experience with some 70 Flemish towns and cities. If you fully automate all rules and processes and integrate these into a system, you get a management by exception system. This means that only anomalies need to be followed up. Syntegro's software effortlessly captures the different contracts, work schedules and workforce planning of each department.

Agile in case of changing regulations

Thanks to its expertise in the public sector, Syntegro can keep its finger on the pulse of any changes in legal and regulatory provisions. If anything changes, the software is adjusted immediately, because a quick response is key.

“We were looking for an efficient, automated time tracking system that reduced our manual work. Something user-friendly for everyone, from the department head to the cleaner. We also wanted to replace our old, rigid system with an efficient, future-oriented one that can evolve with the latest developments," Evi Appeltans, administrative assistant at the city of Lokeren, says.

So why did they choose Syntegro? “They emerged from our public tender as the best provider. By partnering with them, we got a quality solution. We were convinced that their robust system was the most reliable and user-friendly for both our HR management and our users," Evi Appeltans adds.

"During the implementation, it soon became clear that the Syntegro staff has a tremendous amount of experience. Syntegro’s standard software was custom configured for both the city and the Public Centre for Social Welfare, so it took into account all of our specific legal status regulations.”  Evi Appeltans - City of Lokeren

Organisation boost thanks to automated time tracking

The implementation of the time tracking system went very well. We have 15 time clocks and licenses for 550 users. They were installed for 2 separate entities: the city and the Public Centre for Social Welfare. Since they already had their own cards, the time clocks were configured to be compatible with the old cards.

The staff at the city and Public Centre for Social Welfare can access their system in a fully web-based application. They can use any standard browser to enter their personal login and corresponding password. 539 employees are also using the Syntegro mobile app, which makes it easy for them to make all kinds of requests and view certain counters.

The link with the payroll provider’s software makes life a lot easier on the city of Lokeren’s staff. HR Department Head Katleen Thienpondt: “It keeps the payroll work secure and fully automatic. And when we add a new file, we only ever need to do it once."

The system includes the city's collective bargaining agreement, internal rules and legal status regulations. It is an exhaustive solution that includes bicycle allowances, automatic calculation of luncheon vouchers and sick notes tracking.

"We worked very well with Syntegro before, during and after the whole implementation process. The result was a user-friendly, flexible workforce management  program that was ready for the future.”  Katleen Thienpondt - City of Lokeren

Simplified workflows

So the system has numerous advantages. “It really has," Katleen Thienpondt continues. “We see the extensive automation as pure added value. It is also an accessible system and the clear overview of the exceptions makes things a lot easier for both the human resources department and the department heads. In the past we had to work towards the month end close. Now the staff gets an email with the exceptions and requests every day. It encourages better management, which means less work for the staff at the end of the month."

“In the past we had to work towards the month end close. Now the staff gets an email with the exceptions and requests every day. It encourages better management, which means less work for the staff at the end of the month and staff members can consult an updated calendar every day."  Katleen Thienpondt - City of Lokeren

The city of Lokeren also experiences the mobile app as excellent progress, because some of its labour population does not have a computer at work. Now they always have access to the overview of their hours worked and they can easily request their leave electronically.

The best possible guidance during implementation

And what about after-sales service? “It is top-notch," Kathleen Thienpondt explains. “Although I have to confess that we don't have to contact their help desk much. That also shows that Syntegro gave us the best possible guidance during the implementation. And if we unexpectedly do need Syntegro’s support, communication is exceptionally smooth.”

“We also chose Syntegro because its system is very forward-looking. The next upgrade will probably be the overall application of the app. For example, at the moment we don't use the app for clocking in and out. An Outlook link is also a possibility we are considering."

“It's reassuring to know that we can always call on our Syntegro contact, who manages our project very well and always shows us the different options with the corresponding advantages and disadvantages. This makes it easier for us to make the right choices. Our experience with Syntegro in one sentence? A lovely and well-considered collaboration based on excellent expertise.”