Efficient Administration and Event Management Through Salesforce

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Process Automation

Salesforce has revolutionised how the Administrative team manages our company by automating previously manual and time-consuming processes. A great example is employee management, where medical records, and the employee history are mostly handled within the Salesforce platform. The system provides a full view of an employee’s journey from onboarding to offboarding, without the need for manual spreadsheets. This part impacts mostly our Human Resources department.

The inventory management is used to control our technological equipment and others, such as lockers, computers, mouse, and other office materials, is also streamlined through Salesforce. It impacts employee management connected to Human Resources and the inventory management, connected to Administration to control what comes in and out of our office. It can also impact other functional areas, such as Finance, for example, Supplier contracts.

When it comes to events, Salesforce automates registration and follow-up processes. Whether for our quarterly events or Happy Hours, team-building events, Salesforce makes it easy for participants to sign up. Participants can fill out event forms with predefined options, and the system automatically enforces deadlines. For instance, once a registration deadline has passed, no further entries can be made—this rule was set up specifically to ensure timely organization.

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Customisation and Personalisation

Salesforce has been highly customised to meet the specific needs of our team. For instance, when planning our quarterly events, Salesforce allows for the creation of custom fields such as the number of participants, dietary restrictions for our lunches and dinners, transportation needs (such as bus arrangements) and accommodation needs for our outside-of-Lisbon employees.

Additionally, the system has been adapted to manage certifications like Salesforce or MuleSoft certifications, where vouchers and different types of courses are integrated into the platform. The customisation also includes managing OKRs (Objectives and Key Results) with tools like Okrify, and performance reviews using the Appraisal module.

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Reporting and Insights

One of the strengths of Salesforce is its ability to generate detailed reports and dashboards for tracking all sorts of operational data. For instance, reports on employee lockers, event attendees, certifications or medical check-ups are all available at a glance. For example, when it comes to events, we can check who cancelled and who joined, giving us a quick-view of everything much faster than other tools.

These reports provide key insights that support decision-making and event improvements. For example, attendance reports from company events can be used to generate metrics for sustainability initiatives like Net Zero Cloud—tracking aspects such as employee travel for events like Dreamforce or UK trips. The system tracks data on accommodations, flights, transport, and even energy usage, all feeding into environmental impact reports.

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Social Responsibility Projects Management

Since Stellaxius is focused on the Pledge 1% movement, Salesforce is also used to manage our social responsibility projects. These include volunteering activities and corporate social responsibility (CSR) initiatives, such as pro-bono services for organizations such as Just a Change.

Salesforce also helps measure the social impact of the company’s CSR initiatives through customised dashboards. These dashboards provide a clear overview of the outcomes of each initiative, whether it’s volunteer hours, donations, or community impact.

Pledge Hours at Stellaxius 2024

Participants can fill out event forms with predefined options, and the system automatically enforces deadlines. For instance, once a registration deadline has passed, no further entries can be made—this rule was set up specifically to ensure timely organization.

One of the key challenges in implementing Salesforce for CSR initiatives was maintaining a balance between automation and the human element that the company values. Although Salesforce offers automation features, sometimes we still prefer to retain a personal touch in our social initiatives. For example, within our event management we always like to edit our descriptions and customise them accordingly, in order to motivate our employees in taking action and participating in these initiatives. The transition from manual processes (previously tracked in Excel) to Salesforce was significant, and the improvements have been transformational.

As we like to say, the change is now like “a whole new world!”

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Conclusion

Salesforce has clearly streamlined both the administrative and event management processes, making the business and our work more efficient and data-driven, while still maintaining a human-centered approach in key areas such as social responsibility and employee interactions. In conclusion, Salesforce has transformed how we manage administrative, event, and social responsibility initiatives at Stellaxius.

Stellaxius pledges 1% of its net income, employee work hours, and product annually to support social causes and pro-bono initiatives. By automating previously manual tasks, Salesforce has optimised employee management, streamlined inventory tracking, simplified event organization, and enhanced our sustainability tracking efforts. Through customisation, the platform adapts to the specific needs of our team, enabling us to manage employee certifications, OKRs, and event logistics seamlessly.

Now you know a bit more about how to streamline efficient administration and event management through Salesforce. In addition, Stay tuned to learn more about our social initiatives and the institutions we’re helping. Also, don’t forget to subscribe to our Knowledge Center!