How WERKERS creates contracts for seasonal workers quickly with Minggo

Staffing agency WERKERS wanted to be able to create and renew contracts faster for the hundreds of seasonal workers employed in the horticultural sector every day. With their client portal from Minggo, creating and renewing contracts is now child's play.

WERKERS is a Belgian staffing agency specialized in the horticultural and agricultural sectors. It is a unique industry that involves many seasonal workers, short-term contracts, and international candidates. The dynamics of seasonal staffing are intense, characterized by significant peaks and troughs.

The challenge

“Because our temporary workers are sometimes contracted to different companies on a daily basis, a lot of time is spent on administrative tasks,” says Bart Van Weyenberg, Deputy Director at WERKERS. “Especially during certain times of the year, the administrative workload becomes overwhelming. We sometimes face peak demand where a large group of candidates needs to be scheduled all at once. Our recruiters then have to process everything administratively very quickly. In many cases, this involves extending an existing contract, but often a new contract is also required.”

“With a QR code, candidates now register with us themselves, which speeds up the administrative process and leaves more time for interviews."
Bart Van Weyenberg Deputy Director of Staffing at WERKERS

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Quick registration via QR code

A first step that allowed WERKERS to reduce manual work was the registration page from Minggo. “With a QR code, candidates now register with us themselves,” says Bart Van Weyenberg. “The registration goes directly into our ATS. As a result, recruiters now have more time for interviews and personal contact because they have fewer administrative tasks to perform.”

Client portal gives clients control

In addition, WERKERS set up a client portal with Minggo. “The client portal makes things as easy as possible for our clients,” continues Bart Van Weyenberg. “Clients can make their own selections, schedule candidates, and create the corresponding contract. We want our clients to be in control .” If a candidate doesn't show up at the workplace or a contract needs to be created at the last minute, the client can easily take care of that themselves.”

Performance visible in real-time via client portal

It is not just the contract phase that has been extensively digitized. Performance data is now also visible in the client portal. Bart Van Weyenberg continues: “Clients only need to enter the hours worked. There is minimal overhead from additional costs, as these are all pre-configured and linked to the profiles.”

Bart Van Weyenberg: ”We are very surprised by how well clients have adopted this, both regarding invoicing and the contract phase. Our biggest area of savings is currently ‘post and shipping’. We used to send all invoices and contracts by mail, but now we do everything digitally. We can clearly see the impact of this in how quickly performance data becomes visible. We used to have to chase this up much more often. This saves us a lot of time and provides better data quality to steer our business. Days spent in the office have become very rare.”

“We used to send all invoices and contracts by mail, but now we do everything digitally. We can clearly see the impact of this in how quickly performance data becomes visible."

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Client portal is fully responsive: ideal for remote work

A final key aspect of the client portal is that it is fully responsive. Bart Van Weyenberg: “Whether you access the client portal via a desktop, tablet, or smartphone, everything looks great and adapts accordingly. And that is essential, because our clients in the horticultural sector are everywhere except behind a desk.”

In the future, WERKERS sees potential in the green sector by enabling clients to communicate with a group of employees directly from the Minggo app. For example, with the entire group working on a Saturday.

Bart Van Weyenberg: “It would be fantastic if we could communicate with students in a way other than calling, which is what we do a lot of now. Students don't answer the phone during school hours. And in any case, this generation prefers to communicate digitally. Ideally, the creation of a contract will trigger a number of other actions in the future.”

Why Minggo?

WERKERS was looking for software that supports the entire recruitment process while giving its clients more control. Bart Van Weyenberg continues: “We wanted software that automates the mid- and back-office and also enables client portals. We want to give our clients a lot of control, and a client portal is indispensable for that.” This led to the choice of a partnership between Bright Staffing, which specializes in seasonal contracts, and Minggo, a provider of client and candidate portals integrated with the Carerix ATS. The primary challenge was to digitize and modernize the technical landscape.

About WERKERS

Within the broad agricultural and horticultural sector in Flanders, the various services provided by WERKERS have been a household name for many years. WERKERS' offering includes a wide range of services: seasonal and temporary work, agricultural contracting, specialized agricultural services, landscape maintenance, the deployment of replacement staff through their unique farm relief insurance, and general HR services.