Overview
Ballina Shire Council sought to streamline its staff onboarding processes and foster stronger accountability across various departments. To achieve these objectives, the Council implemented Pulse Software’s Onboarding Module as their solution of choice. This transition not only enhanced the initial experience of new employees but also established clearer reporting frameworks, enabling Ballina Shire Council to make data-driven decisions and maintain greater transparency in day-to-day operations.
The Challenge
Before adopting Pulse Software, Ballina Shire Council relied on a largely manual approach to onboarding. Paper forms, email chains, and isolated spreadsheets led to frequent duplication of effort and inconsistencies in data capture. Delays often arose in assigning responsibilities or confirming completion of essential tasks, and departments sometimes struggled to share real-time information about new hires.
At the same time, the Council needed a more effective way to track performance metrics and enforce accountability. Managers required a unified view of which teams had completed their assigned tasks, whether deadlines were being met, and whether potential bottlenecks were arising. Without a centralised system, even simple queries about onboarding progress or departmental compliance could become time-consuming and prone to human error.
The Pulse Solution
After evaluating several options, Ballina Shire Council selected Pulse Software to replace its fragmented onboarding workflows and provide a comprehensive oversight mechanism. Pulse serves as a central hub where key stakeholders (from hiring managers to human resources personnel) can monitor, approve, and track every step of the onboarding process.
Key Features
- Automated Workflows: Instead of juggling paper documents or manually routing forms, the Council set up digital workflows within Pulse. Tasks are automatically assigned to relevant departments, ensuring greater consistency and less likelihood of oversight.
- Unified Dashboard: Council managers gained real-time visibility over the onboarding status of each new hire, clearly displaying pending tasks, completed items, and deadlines.
- Enhanced Collaboration: Pulse’s platform breaks down departmental silos, encouraging information-sharing and teamwork. This has reduced duplicative efforts and allowed staff to access up-to-date data at any point.
- Customisable Reports: The Council can generate targeted reports to measure key performance indicators (KPIs), hold departments accountable, and quickly respond to any challenges that arise during the onboarding process.
Implementation and Rollout
Ballina Shire Council adopted a phased approach to implementing Pulse. First, an interdepartmental working group mapped out the existing onboarding steps, identifying inefficiencies and highlighting areas in need of automation. Pulse experts then assisted the Council in configuring user permissions, task triggers, and approval flows that aligned with established procedures and legislative requirements.
Following a short pilot phase with selected departments, the Council refined the solution based on staff feedback. This iterative process helped address early-stage challenges (such as clarifying notification settings and streamlining form templates) before Pulse was rolled out more broadly across all departments. Ongoing user training sessions and open communication channels supported staff in adapting to the new system.
Results and Benefits
Since introducing Pulse, Ballina Shire Council has significantly improved both its onboarding experience and its internal reporting capabilities. New employees benefit from a clearer, more structured process, while managers appreciate the unified view of onboarding progress and departmental compliance. Delays have been minimised because tasks are digitally assigned and monitored; as a result, staff in different teams know exactly when their input is required.
Customisable reporting has proved invaluable in keeping departments accountable. Council leaders can now pinpoint any lag in task completion, identify areas where further support or resources might be necessary, and track trends over time. This data-driven approach not only fosters a culture of transparency but also empowers decision-makers to allocate their budgets, staff, and time more effectively.
Future Outlook
Building on this success, Ballina Shire Council plans to expand its use of Pulse Software to other areas of staff management and process automation. By harnessing additional features, such as advanced analytics and further integrations, the Council aims to strengthen collaboration between departments and uphold high service standards for its internal operations. Through ongoing refinement, Ballina Shire Council expects to continue leading the way in efficient local government practices and delivering exceptional outcomes for its workforce.
By implementing Pulse Software, Ballina Shire Council has created a more sophisticated onboarding system that prioritises efficiency, clarity, and accountability. Manual inefficiencies are greatly reduced, and reporting is more accurate and timely – enabling managers to monitor performance metrics, respond swiftly to challenges, and maintain a transparent and engaging environment. With Pulse’s adaptable platform in place, the Council is well positioned to achieve sustained improvements in staff experience and operational excellence.