How City One automated administrative document renewals with CheckHub

Presentation of the client

City One is an independent French group and a leading provider of reception and hospitality services.

The company operates across a wide range of sectors, including corporate reception, event hospitality, cultural venues, retail locations, as well as airport and railway passenger services.

The challenge

Before implementing CheckHub, the collection and tracking of administrative documents relied primarily on manual processes.

During recruitment sessions, teams collected paper documents from new employees.

Whenever a document was missing or had expired, teams had to send follow-up emails to complete employee files.

This process presented several challenges:

• Time-consuming administrative tracking
• Numerous manual follow-ups
• Complex management of expired documents and renewals
• Regular Excel exports to identify employees requiring updates

Each month, teams had to identify employees whose documents were approaching expiration and manually initiate renewal requests.

The same process applied to criminal record certificates, which had to be renewed annually on the anniversary of each employee’s hiring date.

This was a time-consuming process that was difficult to manage at scale and required significant effort from the teams.

The CheckHub solution

CheckHub was implemented at City One as part of the Paris 2024 Olympic Games.

During this period of intense activity, the company needed to collect and centralize specific documents for more than 3,000 employees within just a few weeks.

Faced with this exceptional volume and tight deadlines, CheckHub helped simplify and accelerate document collection.

Today, teams use the platform to automate document requests, follow-ups, and renewal tracking, particularly for criminal record certificates, identity cards, and residence permits.

Employees automatically receive requests to update their documents and can submit them in just a few clicks.

This gives teams greater visibility into document statuses and enables them to manage renewals much more efficiently.

Results obtained

Since implementing CheckHub, City One has experienced several key benefits:

• Significant time savings for teams, with productivity increasing from 30% to 70%
• Automated document tracking and renewals
• Over 95% reduction in paper usage

Beyond operational efficiency, CheckHub also helps City One strengthen security and compliance in sensitive service areas, particularly those requiring regular verification of official documents.