Digital Safe: How to encourage your employees to log in?
The digitisation of payslips and other HR documents is a powerful lever for improving the productivity of the Human Resources department and enhancing the employee experience.
However, the success of this project largely depends on employee buy-in. It is therefore crucial to encourage employees to log in regularly to their digital safe, starting from the moment it is made available.
Discover a series of practical tips to help your employees develop a real habit of using their electronic safe.
Why is it important to encourage employees to log in to their Digital Safe?
Although the law does not require employers to obtain employees’ consent for the implementation of digital payslips, some employers choose to ask each employee in advance whether they would like to receive their payslips in electronic format or continue with paper.
This approach, although driven by good intentions, contributes to keeping part of the workforce out of the project. Employees who refuse digitisation from the outset do not have the opportunity to log in to their digital safe and become familiar with it. This configuration can create a series of challenges for the HR department.
Overcoming misconceptions to maximise the ROI of the electronic playslip project
Resistant to change and often not tech-savvy, employees who opt to stick with paper before the digital safe is even launched miss out on discovering and appreciating its benefits. They retain their negative preconceptions. These employees deprive themselves of an innovation that could simplify their daily routines—but it’s important to remember that their decision also impacts the project’s success across the organisation. If a significant proportion of employees choose to stick with paper, the company cannot fully capitalise on the potential cost savings and efficiency gains from digitisation.
Beyond the elecrtonic payslip: anticipating the second phase of HR digitisation
The digitisation of payslips is often just the first step in a broader HR digital transformation process, which includes other documents such as information notices, final pay statements, individual social reports and other certificates.
Unlike payslips, employees cannot refuse to receive these documents in electronic format. Employers are not required to offer an alternative to those who would prefer to receive them on paper. Employees therefore have no choice but to log in to their accounts if they wish to view their HR documents. Those who have not activated their digital safe are already behind, and the loss of internal information can be significant.
practical tips to encourage the adoption of the Digital Safe
The success of your digitisation project depends on your ability to build a habit around the digital safe. It is essential to encourage your employees to activate and regularly use their online space. Here are some best practices inspired by feedback from our clients.
Tip 1 : Default digitisation
When implementing the HR digitisation solution, we recommend setting all employees to “default digitisation”. The idea? Encourage this mode of receipt from the start, while allowing employees to revert to paper if they wish (in accordance with regulations). This method encourages employees to try out the platform as soon as it becomes available.
Key figure
We surveyed our clients to find out their best practices. Just over half of them (53%) chose to send all employee payslips electronically by default during the first distribution (while still allowing the option to switch back to paper). The rest opted to ask each employee for their preference before the first distribution.
Tip 2 : Encouraging logings
To allow employees to revert to the paper option, you have two choices: either ask them to go through the HR department to change their delivery mode, or encourage them to log in to their digital safe to switch back to paper. We recommend the second option as it helps to reduce negative preconceptions about using the tool. Once logged in, employees become familiar with the platform.
Tip 3 : Historical upload
Upload several months or even years’ worth of payslips to the digital safe to avoid the “empty safe” effect. Employees will immediately find value in the platform.
Tip 4 : Easier access
Add a link to the digital safe on the company intranet or HR portal to facilitate access.
Tip 5 : Frequent communication
Regularly send HR documents to employees via the digital safe to encourage them to log in frequently.
Tip 6 : User feedback
Regularly collect feedback from users about their experience with the digital safe and share it internally to promote the tool. Employee ambassadors will quickly become your main allies in your HR digitisation project.
