How 18GYM reduced manual HR workload by 50%
In a fitness network, each day brings complex time entries, shift planning, documents, and multiple workflows at once. With Papervee, the 18GYM team simplified everything related to HR administration.
37
fitness clubs
200
employees
2
years with Papervee
About 18GYM
18GYM is one of the largest fitness networks in Romania: 37+ locations across the country, 200 employees, and complex HR operations every single day. Papervee has been part of their workflow for 2 years, making personnel administration faster and far more efficient.
The 18GYM network has been on a constant upward trajectory since 2017, and the HR team felt that growth directly: more locations, more employees, and more daily processes to keep under control. Flavia Milesan, Labor Relations Specialist at 18GYM, explains that before Papervee, attendance was recorded manually on paper and sent to HR, yet the information frequently arrived incomplete, creating delays and extra work.
For 160 employees, time-tracking had to be centralized manually. The scanned attendance log was entered into an outdated program, then typed again into the payroll software. Leave management, night hours, and weekend work were all processed by hand - a lot to handle for a small HR team.
Once the team noticed that key HR tasks were being pushed aside, the next step was to look for automation - and that search led straight to Papervee.
“Papervee has made a huge difference for us compared to what we were using before.”
With Papervee, time-tracking became fast and effortless. Employees simply scan a QR code and their check-ins appear instantly in the platform - all using the front-desk devices already in place.
At first, the HR team guided the change and helped everyone embrace the new system, ensuring the rollout felt clear and approachable. It didn't take long for QR scanning to become the natural way to check in.
Flavia shared that each daily clock-ins now takes only three seconds, and time tracking goes straight into their digital attendance log. Attendance is managed far more smoothly, and manual work has dropped by 50%.
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Many 18GYM locations stay open until 11 PM, and some even run 24/7. This means that employees cover night hours, weekend shifts, and most public holidays. It's a schedule built for members who come and go at all times of day, and for staff who keep the doors open.
In the past, all these attendance calculations were done manually for each employee. Now, Papervee handles them automatically. And with shift planning built into the platform, the schedule is clearer, more transparent, and far more efficient.
Learn more →Flavia shared that leave management is now significantly easier. Previously, all requests came through email, and HR had to track each one manually, update the attendance sheet, and verify remaining leave days - a repetitive process that took up a lot of time.
The workflow is now much clearer and more organized. Managers approve leave requests, they're instantly reflected in the system, and employees can always see how many days they have left.
For 18GYM, this became a major advantage during the shift to Romania's new online system for employee records (Reges Online). Since all data was already centralized and validated in Papervee, the migration was smoother and the administrative pressure dropped.
“Things would've been much harder without being able to centralize all our time-off requests.”
In our conversation with Flavia, the first thing she underlined was how helpful it is that Papervee brings all HR data together in one place. 18GYM uses every CoreHR module, from documents and contract generation to delegations and events. And as a result, administrative work has dropped by half.
“Papervee gives us everything we need for HR in one platform, and we really like it.”
Real impact, real results
50% less manual work
With fewer corrections and less data entry, the HR team can finally focus on work that actually matters.
All HR workflows in one place
Time tracking, leave, work schedules, overtime, contracts, and documents - everything is managed clearly, without bottlenecks.
Future-proof Human Resources
Over the past two years, Papervee and 18GYM have grown side by side, refining workflows, digitizing processes, and preparing HR for the speed of the future.
Shift HR from repetitive to efficient
Discover Papervee, the complete HR system, and reshape how your HR gets done.
Convenient for the entire team.
Efficient Communication
Facilitate communication between managers, employees, and the HR department through intuitive request workflows; Detailed reports and live insights.
Your data, securely stored
With Papervee, we take data security very seriously and protect information and documents through a robust security system.
Discover the mobile app
With the Papervee mobile app, all your essential HR workflows are just one tap away. Approve requests, check your team's data and make quick decisions right from your phone.
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