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Customer Story

How CheckHub solves the HR administration process at a large Antwerp hospital

To take the step towards paperless work as an HR service, a tool for signing contracts was indispensable. But Checkhub does more. All documents that need to be read, signed, or delivered during the onboarding process are provided to the future employee with just a few mouse clicks.

Koen Van Gijsel, HR Project Manager UZA

Presentation of the client

UZA (Universitair Ziekenhuis Antwerpen) is one of the largest hospitals in the Antwerp region. In addition to medical and paramedical staff, the organization also employs administrative, technical, logistics and support teams.

With between 4,000 and 5,000 employees, UZA manages a constant inflow and outflow of staff members. This dynamic creates a significant administrative challenge for the HR department, which handles a high volume of contracts, forms and onboarding documents.

The challenge

Before implementing CheckHub, UZA faced several major constraints:

  • Paper-based signing of employment contracts
  • Lengthy approval flow (CEO → HR Director → employee)
  • High administrative workload due to manual processing

The HR department was looking for a solution to digitize and automate these processes, while keeping them simple and secure.

The CheckHub solution

CheckHub was implemented to digitize the contract signing process and automate document management related to onboarding.

The only remaining manual step is the import of an Excel file containing the data of new employees (a file that was already maintained internally). After the import, the entire workflow runs automatically and signatures are collected digitally in a secure environment.

After quickly experiencing the ease of use and efficiency of the platform, UZA expanded its use to other HR documents and forms, including commuting declarations, tax documents, work regulations, part-time agreements, checklists, declarations, and more.

The platform was also rolled out to additional profiles such as freelancers, students and doctors in training (ASO). For ASO, an additional signer was added to the contract workflow.

Results obtained

In less than six months:

  • Nearly 500 new employees and students onboarded via CheckHub
  • An average of 12 documents exchanged per person through the platform

The hospital now saves approximately 75% of the time previously spent on document administration for new hires.

The HR department benefits from a faster, more structured and fully digital process.