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This case study is about how Café Coffee Day (CCD), one of India’s most well-known and trusted café chains, partnered with Empxtrack to improve its HR operations. With a growing workforce spread across countless outlets, CCD faced increasing challenges in managing HR tasks efficiently.
To address these issues, they partnered with Empxtrack in 2009. Empxtrack played a key role in streamlining their HR processes by delivering scalable, cloud-based solutions specifically tailored to meet the unique needs of the hospitality industry.
This case study highlights how implementing the right human resource technology can streamline operations, boost productivity, and support business expansion across multiple locations.
Industry
Hospitality
Location
Pan India
Employees
6000+
Key Outcomes
- » Streamlined HR processes
- » Centralized employee database
- » Optimized staff utilization
- » Improved operational efficiency
- » Increased employee productivity
- » Error-free payroll processing
- » Higher staff engagement
- » Data-driven decision making
“Empxtrack worked within a tight deadline to meet our appraisal cycle requirements. The features were customized to a great deal to meet our requirements and our specific needs on data import and customized workflows was met. Continuous support was provided during crucial implementation times 24/7 and also later with satisfactory turnaround times. Empxtrack has been found easy to use by all our employees.”
Shyamala Deshpande | President HR & Training | Café Coffee Day
The Challenge
With operations spread across numerous cities, CCD struggled to manage HR processes for a workforce of 6,000+. They needed a smart HR solution to handle employee data, attendance, leave, goal monitoring, appraisals, and payroll processing. The goal was to bring consistency, transparency, and make their HR operations more consistent and manageable across all locations. Here are the multiple challenges faced by Cafe Coffee Day.
Managing Attendance and Leave
The foremost challenge was managing attendance and leave across the widespread CCD outlets. Hence, they needed a reliable and efficient software solution to accurately track employee attendance and streamline leave management. The goal was to reduce manual errors and simplify the essential HR processes.
Managing Travel & Expense Records
Managing travel plans through emails and manual entries was time-consuming and prone to errors. CCD needed an automated system to simplify the process, reduce delays, and ensure greater accuracy and efficiency.
Payroll Management
With frequent staff changes, variable hours, and tip-related calculations, payroll processing was labor-intensive and prone to errors. Hence, a reliable software system was needed to automate payroll, ensuring accuracy and on-time salary disbursal every single time.
Goal Tracking
They also needed a clear, structured way to define and track goals for specific employees across multiple outlets. Without a standardized system, goal-setting lacked clarity, alignment, and accountability.
Conducting Performance Appraisals
Café Coffee Day needed an efficient and timely way to carry out performance appraisals for its large, distributed workforce. Their old system was slow, unstructured, and lacked transparency. They wanted a solution that could streamline reviews, provide real-time insights, and support fair, data-driven decisions. Ensuring consistency and boosting employee motivation were key priorities.
The Solution
Empxtrack helped Cafe Coffee Day solve the various HR challenges that are commonly faced in human resource management in hospitality industry. This was done with the help of the various Empxtrack modules.
HRIS
Empxtrack HRIS helped CCD centralize its employee data, reducing manual errors and improving accessibility. This enabled quick access to records and helped track promotions, transfers, and salary changes, improving HR efficiency.
Attendance and Leave Management
Empxtrack helped the client efficiently mark and track employee attendance, thus reducing errors and manual work. The leave management system also streamlined leave requests and approvals, making the process faster and more transparent. Employees could easily view leave balances and request status, while HR managed availability more efficiently.
Further, the system also simplified time and overtime management, improving labor cost control and cutting expenses.
Travel and Expense
Employees could easily send travel requests with details like trip type, start date, purpose, and journey points. Moreover, the solution allowed the organization to define category-wise reimbursement policies tailored to different sets of employees, ensuring both fairness and operational feasibility.
This improvement not only reduced manual effort but also enhanced transparency and compliance in travel expense management.
Payroll Processing
Empxtrack automated payroll processing for Café Coffee Day, ensuring accurate and timely salary calculations and disbursals. The software seamlessly integrated attendance and leave data, reducing errors and saving time, therefore improving payroll efficiency and employee satisfaction.
Branch Management
The system also helped them update the cafe branch information. Café names and locations were added to the system, making branch transfers smooth. Additionally, branch-wise access controls ensured users could manage only location-specific data, enhancing security and efficiency.
Each outlet was provided with dedicated admin access, enabling local café managers to independently manage day-to-day operations without constant reliance on the head office.
Employee Self-Service (ESS)
The Employee Self-Service (ESS) portal allowed employees to handle routine tasks independently and update their information through an approval-based workflow, ensuring accuracy and compliance.
This smart HR solution effectively solved the challenge, marking a key win for human resource management in the hospitality industry.
Goal Sheet
The goalsheet tool was successfully implemented for over 700–800 users for our client, enabling employees to easily set and track clear, agreed-upon goals with their managers. Furthermore, progress updates and real-time feedback kept everyone aligned and accountable.
With intuitive dashboards, built-in goal templates, and automated reminders, the system streamlined tracking and boosted productivity.
Performance Appraisals
The client used our Performance Appraisal Software to track employees’ performance.
Performance reviews became easier, faster, and more meaningful. The system provided custom appraisal forms, flexible rating scales, role-based visibility, and automated workflows, ensuring timely completion. Furthermore, the 9-box grid helped identify top performers and future leaders with real-time updates as performance improved.
Moreover, Empxtrack saved their entire appraisal history, giving managers easy access to past reviews, achievements, salary changes, and transfer records. This made promotions, rewards, and development plans more informed and fairer.
Results
Empxtrack demonstrated that whether it’s HR for hospitality or HR software for retail chains, the right technology makes all the difference. This is the cornerstone of successful human resource management in the hospitality industry.
As a result, the client is extremely pleased with the transformation brought by Empxtrack, noting a more streamlined and well-organized HR workflow across all locations.
Notable improvements they’ve seen include:
» Reduced HR workload with an intuitive, self-service employee portal.
» Improved attendance accuracy across different branches at multiple outlets.
» Simplified leave requests and approvals.
» Minimized payroll errors by automating complex pay structures.
» Accelerated appraisals with role-based access and historical review data.
» Streamlined real-time travel request approvals, expense reimbursement.
» Helped optimize staff utilization, thus reducing labor costs and improving efficiency.
» Employees could easily upload and download documents, manage records, and check leave balances.
» Enhanced employee engagement and productivity.
» Seamless integration between HR modules facilitated the smooth flow of data.
» The HR team could focus on strategic initiatives and employee development.
» Insights from comprehensive reports helped HR to understand employee needs.
To sum up, Empxtrack revamped Cafe Coffee Day’s HR processes, making them more efficient. It simplified daily tasks for both employees and HR, improving speed and ease of use.
By aligning with the unique needs of HR tech for cafes and delivering HR software for coffee shops that actually worked, Empxtrack proved why it’s trusted in the hospitality human resources domain.
Disclaimer: Maintaining the security of our client data is our prime responsibility. The images shown in this case study on employee attendance and performance appraisal contain dummy data.
