LOCATION
Two countries
PROFILE
150+ employees, several legal entities
DELIVERED
Full HR lifecycle, live
The story
At 20 people HR is goodwill. At 150 it is either a system or a liability.
01
The company grew faster than its paperwork
Nobody decides to run HR on memory. It happens the way debt happens - one reasonable shortcut at a time. A candidate tracked in a mail thread because there were only two. A vacation approved in a corridor because the manager was right there. An onboarding checklist that lived in one person's head because it worked. Multiply each shortcut by a hundred and fifty people across two countries and several legal entities, and every one of them turns into a question nobody can answer with confidence.
02
The three questions that had no owner
Who is away next week, and does anyone have the days left to be away at all. Whose contract ends this quarter, and who will notice before the employee does. What does a new joiner still not have on day three - laptop, access, signed policy. In a company this size these are not administrative details; they are the difference between an organisation and a group chat. Worse, each entity had its own leave rules, so even a correct answer in one country was wrong in the other.
03
One employee master, many legal realities
We implemented the whole HR function on Odoo as one multi-company system: a single employee database, but company-specific leave types, allocations and working schedules per entity. The org chart drives approvals, so a request routes itself - manager, then HR - instead of being forwarded. Recruitment runs as a funnel that ends by creating the employee rather than another email. Contracts live on the record with renewal alerts. Joining and leaving both run on checklists the system assigns to HR and IT and then verifies. And personal data sits behind role-based access, visible only to the roles that must see it.
✳︎
HR used to be tribal knowledge. Now a request follows its chain and nobody argues about vacation balances.
Client debrief, condensed
Fig. 01 — from applicant to employee, no retyping
Applications
Interviews · feedback
Offer
Employee created✓
The move, in one picture
mail threads
corridor approvals
balance spreadsheet
onboarding by memory
contracts in folders
two rulebooks
After
✳︎
One HR system.
Two countries.
Two countries.
Every hire, absence, contract and exit follows the same governed path - whichever entity it belongs to.
What they came with
A hundred and fifty people, two rulebooks, and HR running on somebody's memory.
✕mail threadsCandidates tracked in inboxes - no pipeline, no history, duplicates common
✕corridor approvalsTime off agreed verbally, then disputed later by both sides
✕balance spreadsheetLeave balances recalculated by hand and trusted by nobody
✕onboarding by memoryWhat a new joiner needs depended on who remembered the checklist
✕contracts in foldersExpiry dates discovered after they passed
✕two rulebooksEach entity had its own leave rules and no system knew which applied
“Whether someone could take Friday off was a question about who you asked, not what the rules said.”
What we did
The complete hire-to-exit lifecycle on Odoo, as one multi-company system.
✳︎
Employee master & org chart
✳︎
Recruitment
✳︎
Multilevel time off
✳︎
Contract management
✳︎
Onboarding & offboarding
✳︎
Role-based access
One employee database across both countries, with entity-specific leave types, allocations and working schedules. Approvals routed by the org structure, balances computed by the system, absences visible on a shared calendar. Recruitment as a structured funnel with interview stages, feedback and duplicate prevention, ending in a hired candidate converted straight into an employee record. Contracts with types, durations, history and expiry alerts. Exits with access deactivation, handover, asset return and a properly archived profile.
Fig. 02 — day one, by checklist
Contract signed✓
IT account created✓
Workspace ready✓
Policy sign-offpending
Contract renewal due in 30 days
DELIVERED
Full HR lifecycle, live
Highlights
Highlight 01
One HR core, two legal realities
A single employee master serving several entities in two countries. HR sees the whole organisation; each entity keeps its own rules; sensitive data stays behind role-based access.
Highlight 02
Recruitment as a pipeline, not a thread
Vacancies tied to departments and hiring managers, candidate funnels per role, interview stages with feedback, CV storage, duplicate prevention - and a hire that becomes an employee without anyone retyping a field.
Highlight 03
Multilevel time-off approvals
The feature a company this size feels every week. Requests route through manager then HR according to the org chart, balances are enforced rather than argued, and the team calendar shows who is away before the planning meeting, not after.
Highlight 04
Contracts that raise their hand
Type, duration, entity and full history on the employee record, with renewal and expiry alerts firing before the dates bite. The document trail - contracts, amendments, signed policies - lives in one place.
Highlight 05
Day one, by checklist
Onboarding tasks auto-assigned across HR and IT: workspace, accounts, document sign-off - each tracked to completion, so nothing depends on who remembered.
Highlight 06
Clean exits
Offboarding runs the same way in reverse: access deactivated on schedule, handover recorded, assets returned, profile archived with its history intact.
What changed
150+
employees on one system across both countries
2 → 1
legal realities, one employee database
0
approvals by corridor conversation
100%
of the lifecycle in the system - vacancy to archived profile
Headcount is stated as a range. Entities, jurisdictions, salary data and personal records stay with the client - as they must.
✳︎
“HR used to be tribal knowledge - who is on vacation, whose contract ends when, what a new hire still needs. Now it is a system. A request follows its chain, a joiner gets a checklist, and nobody argues about balances.”
HR leadership, ArctX
If your headcount outgrew your spreadsheets, your HR needs a system.
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