Joblink
Joblink streamlined recruitment and document management with Oneflow – bringing clarity and control to contract processes for thousands of employees.
Up to an hour of time saved per day
Hundreds of contracts managed
Automatic data transfer
Joblink Oy
Country
Finland
Areas of use
Recruitment and management
Company size
1000+ employees
Industry
retail services and staffing industry
“A system that makes handling large volumes truly manageable”
Joblink operates as a partner to the retail sector across three business areas: staffing services, outsourced shelf-management, and sales promotion. The company employs thousands of people every year and works with high volumes where recruitment, contracts, and documentation must flow quickly and without errors.
Operations are led by COO Theresa Finell, while Emmi Kahlos oversees recruitment, communications, and internal resourcing.
“We handle large volumes — hundreds of hires a month and thousands each year. The process needs to be fast, lightweight, and above all, manageable,” Emmi explains.
A few years ago, Joblink switched to Oneflow to replace a previous system whose usability and integrations no longer met the needs of the fast-growing company.
Challenge: Scattered documents, heavy manual work, and difficulty managing large contract volumes
Before Oneflow, Joblink’s recruitment and document processes were multi-step and somewhat cumbersome. With such high volumes, manual tasks – transferring information between systems, editing templates, and handling attachments – consumed a disproportionate amount of time.
“We’re talking about hundreds of new hires every month. When every contract had to be created manually and all the information had to be entered into our systems by hand, the workload was massive. The risk of errors grew, and we were spending time on things that shouldn’t take time,” Emmi says.
Version control and locating documents were also challenging. For example, when an employee transitioned from temporary staffing to a permanent position, their documents often lived in different places.
“In Oneflow, we can link documents together, which is a huge benefit when managing different employment paths. That simply wasn’t possible before,” Theresa explains.
Joblink needed a tool that could serve as a unified platform for all documentation across recruitment, administration, marketing, and employee communications.
Solution: Oneflow and seamless integrations made the process lighter
Joblink chose Oneflow for two key reasons:
- seamless integrations, and
- cost efficiency
“Integrations were the number one reason for choosing Oneflow. And on top of that, it was a very cost-effective solution,” Theresa notes.
Oneflow was initially introduced in recruitment, but marketing and administration quickly adopted it too — for example, for photo consent forms, employment certificates, and other official documents.
“Oneflow is our official documentation channel. Anything that needs to exist in writing is created through Oneflow,” Emmi says.
The flexibility of Oneflow’s document templates also proved highly valuable:
“In the previous system, editing templates was cumbersome. With Oneflow, we can do a lot ourselves – quickly and easily,” says Theresa.
“Integrations were the number one reason for choosing Oneflow. And on top of that, it was a very cost-effective solution.”
Theresa Finell
Chief Operating Officer
Joblink Oy
Results: Time savings, fewer errors, and much better visibility across large recruitment volumes
1) Significant time savings — up to an hour per day during busy periods
The first clear benefit appeared in daily time use.
“When I create around ten contracts in a day, Oneflow’s integrations save at least an hour. No more copy-paste work, no double-checking data, no fixing mistakes,” Emmi explains.
That saved time can now be spent meeting candidates or doing more value-creating work.
2) Automatic data transfer means fewer errors
Information gathered during recruitment now moves automatically to Joblink’s other systems.
“Automatic data transfer has been a huge plus. It has reduced errors and significantly improved data protection,” Emmi adds.
3) Contract management is now effortless
Oneflow’s archive, filters, and overview tools have become essential.
“We can instantly see which contracts are expiring, pending signature, or completed. Managing large volumes is now on a completely different level,” Theresa says.
4) Internal collaboration has improved
Especially the division of work between recruitment and administration has become smoother.
“Only the right people see the right documents, but we can still cross-check when needed. Everything is in one place,” Theresa notes.
5) Usability: when you don’t get feedback, the system works
Joblink’s user base is diverse — people of different ages and backgrounds.
“The fact that signers don’t give us feedback says a lot. If the system was difficult to use, we’d hear about it constantly,” Emmi and Theresa say.
Oneflow strengthens strategic agility
When asked about the most important benefit, the answer is immediate:
“Efficiency. One of our core values is agility, and Oneflow embodies that. Sending contracts looks professional for both employees and customers — and for us, the process is fast and modern.”
Recruitment quality has also improved:
“When time isn’t eaten up by manual tasks, we can be genuinely present for candidates. You can see the difference clearly in the candidate experience,” Theresa says.
“When I create around ten contracts in a day, Oneflow’s integrations save at least an hour. No more copy-paste work, no double-checking data, no fixing mistakes.”
Emmi Kahlos
Communications Manager
Joblink Oy
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