Background
Cogiweb develops software applications for organizations managing social and affordable housing across Quebec. With over 90 employees and steady growth, the company needed a more structured solution to modernize HR practices and support its expansion.
That’s when the HR Advisor, a generalist and CRHA member, partnered with the Director of Finance and Human Resources to lead the department’s digital transformation. The solution? Folks, an HRIS designed to simplify, centralize, and optimize HR operations for growing Canadian SMBs.
Before Folks: Manual Processes, Scattered Tools, and Admin Overload
Like many scaling organizations, Cogiweb relied on a mix of internal databases, Excel spreadsheets, and Word documents to manage HR operations. This approach led to:
- Duplicated tasks
- Unclear responsibilities
- High risk of errors and missed steps
- Time-consuming follow-ups and internal communication gaps
“Without a structured tool, information was scattered across systems. This impacted both our efficiency and data security and made clerical work a barrier to our effectiveness.”
Why Choose Folks?
For the HR team at Cogiweb, choosing Folks was a natural step forward. The modules aligned perfectly with their vision for a more innovative, strategic HR department. Folks stood out for its user-friendly interface, adaptability, and focus on real-world HR needs.
“Having used Folks in a previous role, I had already seen the real benefits — centralization, process fluidity, and optimization.”
A Thoughtful, Step-by-Step Implementation
Cogiweb opted for a gradual rollout of the platform’s modules to ensure smooth adoption and proper mastery.
“We deployed each module one at a time to fully understand the features and make it easier for our managers to adopt them.”
The team also focused on demonstrating concrete benefits to end users, which significantly increased engagement and support from leadership.
Real Gains: Centralization, Automation, and Time Saved
Since implementing Folks, the results have been clear:
- All HR data in one centralized platform
- Automated tasks and reminders, reducing manual follow-ups
- Standardized processes, including performance reviews
- Time saved, with fewer repetitive, low-value tasks
These changes allow the HR team to focus more on strategic work like employer branding, innovation, and employee experience.
“The performance review module helps clarify expectations and provides a consistent framework for everyone.”
Using Folks ATS to Centralize Recruitment
Cogiweb also uses Folks ATS to manage its recruitment processes.
“It keeps everything in one place, helping us avoid the inefficiency of juggling multiple platforms.”
Automation and increased visibility into the hiring process have been especially valuable. The ATS meets their current needs for structure and efficiency and is constantly evolving.
A Message for Organizations Still Unsure
For those still hesitating to make the leap to an HRIS, Cogiweb offers a word of encouragement:
“Don’t wait for the perfect moment or ideal argument. Start with a clear and realistic plan, be ready to adapt as you go… and just take the first step.”
Gradual deployment, as they did, helps smooth the transition and supports broader adoption across the organization.
Conclusion
With Folks’ all-in-one HR software, Cogiweb has successfully transformed its HR operations, reduced admin overload, and created space to focus on strategy and people. The team now has everything they need to support managers, develop employer branding, and deliver a consistent and modern employee experience, all while keeping pace with growth.
Discover how all-in-one HR software can support your growth!
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