Betting on a Thoroughbred HR Platform
By switching to Paylocity, the Kentucky Derby Museum has automated key HR workflows, eliminated payroll and timecard errors, and enhanced collaboration across the organization.
The Kentucky Derby Museum assessed several major HR platforms, and Paylocity emerged as a frontrunner. “Where other vendors tried to buy our loyalty, Paylocity offered a more genuine conversation. And we loved the social collaboration and analytics tools,” notes Ariel.
Digital Processes Simplify Recruitment and Onboarding
With Paylocity’s Recruiting, the Museum has created standardized screening templates, email and SMS responses, and offer letters to accelerate hiring. Paylocity’s Onboarding also enables new hires to sign electronic documents in their own time rather than spending their first day working through paperwork with HR. “One of the coolest things is that people can enter personal details like their uniform size and gender identification online, which means they don’t have to worry about awkward conversations on their first day,” adds Ariel.
Integrated Workflows Remove Errors and Stress
The Museum harnesses Paylocity’s Payroll system to manage biweekly payroll, and Time & Attendance for time collection, with geofencing preventing punch card errors. Ariel also uses Workflows & Documents: “We recently needed employees to sign our racing license, so we uploaded it to Paylocity for everyone to sign,” adds Ariel. “That probably saved me two weeks of chasing.”
Paylocity’s Integrations tool has made benefits management much easier, with accurate data flowing from insurance providers directly to the Museum’s broker. “Open enrollments are now plain sailing,” says Ariel. “Paylocity removes the manual checks and improves my working life.”
Company-wide Communications Drive Engagement
Using Paylocity’s Community, the Museum announces employee birthdays, merchandise giveaways, and educational information for employees, such as an inclusive history of thoroughbred racing during Black History Month. Ariel also tracks diversity and inclusion by pulling reports via Paylocity’s Insights & Recommendations and runs stay interviews using Paylocity’s Surveys. “We have high completion rates,” Ariel notes. “Surveys lets us pick up feedback and gives our employees a voice.”
Galloping Towards Greater HR Agility
Using Paylocity, the Kentucky Derby Museum saves huge amounts of time on recruitment and payroll, and ensures that it is ready to handle the pressures of the racing season.
Streamlined Recruitment Secures First-Choice Candidates
More efficient recruitment processes have had a big impact. For example, standardized email and SMS templates have made it easier to connect with applicants. “We now hire more first-choice candidates, rather than losing touch with applicants and having to start again or cold-call people,” notes Ariel. This helps to ensure the Museum is fully staffed for the racing season, and recently enabled Ariel to fill facilities management roles when there was a shortage of available talent.
Robust HR Systems Unlock Major Time Savings
The move to Paylocity has also improved the speed of many processes. In recruitment, Paylocity saves 10 to 15 hours every week during the busiest periods. Likewise, payroll now runs 95% faster, as Paylocity cuts the need for remedial work and frustrating support calls. Community plays a role, too: Employees grow more familiar with Paylocity when they log in to see announcements, and they know where to find their HR documents without guidance from Ariel.
Enabling a More Impactful Role For HR
Ariel estimates that Paylocity has freed up as much as 75% of her week. That’s time she now spends on more valuable work, such as re-writing the organization’s HR handbook and connecting with colleagues. “Now, I have time to do the things that were always pushed back. I feel people are more comfortable approaching me as they know I have the time to really engage with them. I definitely feel more of a resource to both organizational leaders and employees.”
Ariel concludes: “There’s so many things that I want to do with Paylocity. Even in Community, where we see great engagement from our frontline teams, there are lots more opportunities. I want to work towards utilizing everything on offer in Paylocity.”