The challenge: a contract environment that didn’t scale

Martin is Director, IT & Information Security at Randstad in Denmark. His job is to make sure the systems, applications, and assets that run a global staffing operation stay secure, connected, and in control. Contracts sit right at the center of that responsibility.

And at Randstad, contracts are constant.

Every placement generates paperwork, whether it’s a four-hour shift or a three-month assignment. Multiply that across thousands of placements a month, across dozens of markets, and you start to understand the scale Martin was working with.

“We deal with a lot of documents on a daily basis. If you send out a temp for a four-hour shift, that’s actually the same package as if you send the temp for a three-month full-time shift.”

For years, that volume was managed without a centralized system. Contracts lived on local desktops, in Google Drives, in scanned paper documents. People stored things where it made sense to them at the time. When someone left the company, their contracts often went with them.

“Documents suddenly ended up in structures that people invented themselves. It was a mess.”

At audit time, the cracks became impossible to ignore. Finding the right paperwork meant searching across a large number of different locations, with no guarantee of finding what was needed.

“We spent a lot of effort digging out these things because it wasn’t just in one place.”

The system was fragile. And at the scale Randstad operates, fragile is not good enough.

The solution: centralized contracts, integrated from the start

Randstad had been using Intelliplan, their main staffing application, for 18 years. When Intelliplan recommended Oneflow, Martin came with clear requirements, not brand preferences. Any new system had to integrate seamlessly into Randstad’s existing setup, work reliably at scale, and hold up across a global operation spanning dozens of markets with different needs. On top of that, it had to add no unnecessary complexity for the teams using it every day.

Oneflow delivered on all of it.

“It was fully integrated, and that was one of my triggers. When things are easier technically, that matters.”

Today, data flows from Intelliplan into Oneflow, automatically populating contract templates. Temp contracts, sales contracts, and client contracts all run through the same integrated process. Every contract sent to a client is generated via Oneflow, based on data pulled directly from Intelliplan. No manual steps. No room for error.

The result: a before and after that’s hard to quantify

Martin struggles to put a number on the improvement, not because it’s small, but because the comparison barely makes sense.

“What we have now doesn’t even come close to what we did before. The data quality that came out of our contract work was very, very poor. The archiving was even worse. The contract maintenance has improved… 2,000 percent? It’s difficult to compare.”

Audit readiness, which once required significant effort across multiple systems, is now straightforward. Contracts are centralized, traceable, and retrievable. Compliance is built into the process rather than bolted on.