More structure and less manual work with salary review in Mindkey
Bellagroup is one of Denmark's largest companies within hotels, conferences and hospitality. The group consists of Bella Center Copenhagen, AC Hotel Bella Sky and Copenhagen Marriott Hotel — and welcomes over 1 million guests annually across its venues and hotels in Copenhagen.
When Bellagroup wanted to consolidate their HR processes into one system, the choice fell on Mindkey — partly because of the desire to digitize and streamline the work of wage regulation.
Mindkey's module for salary regulation allows HR to manage the whole salary regulation process directly in system - effective, safe and documented.
Designed to support both central and decentralized processes, the module enables planning, involvement of management and implementation of salary adjustments in full view. With flexible configuration, the solution easily adapts to the company's payroll structure and policies to meet both transparency and business needs.
In this case we have spoken with Helle Kejser, Senior Business Partner, and Maria Mulbjerg Thimsen, HR Business Partner at Bellagroupwho share their experiences with setup, process, and management involvement in MindKey's payroll regulation module.
“We have been looking for an HR system with multiple functionalities that could support our strategy of becoming more digital. We worked with many different platforms that did not speak together, and therefore wanted one unified solution - not only for master data, but also for conversations, services and not least salary regulation. Salary regulation has worked in Excel for many years, but it is difficult to manage versions, secure rights and document approvals. The process was characterized by many manual steps and emails back and forth, which made it challenging to keep track.”
From Excel to a system with an overview and structure
Before Bellagroup adopted Mindkey, salary regulation was handled manually in Excel sheets- a solution that over time proved both vulnerable and time-consuming.
The need for a more structured and transparent process was therefore a key reason why Bellagroup chose to digitize payroll regulation in Mindkey - and bring everything together in one place where both HR, managers and payroll departments could work more efficiently and safely.
Setup with flexibility and an eye for complexity
As HR users, both Helle and Maria saw that the setup in Mindkey could be adapted to Bellagroup's needs — even in an organization with complex budget structures and many variations of salary types.
'We work with different budget frameworks across departments and it was important that the system could handle that flexibility. We spent time setting it up right, and it has given us a payroll regulation flow that is both digital, traceable and adapted to our reality.”
Another important element of the setup has been the ability to define who has access to what — and ensure that manager approvals are stored and documented along the way.
“This creates peace of mind — both for us in HR and for those who have to make the decisions.”
In addition, Bellagroup could set up regulations that took into account boat base pay, various allowances, free selections and other types of wages. The flexible configuration made it possible to support both uniform and individual regulations — for example, with the possibility of equal pay distribution and calculation fields that fit their specific models.
“We've really tried the system - and even though we had to learn it from scratch, we got going fast. And when we encountered challenges, we were taken seriously and helped quickly move on. It allowed us to focus on the process instead of the system.”
Clear gains - and positive feedback from the leaders
In addition to the technical flexibility, Bellagroup has also experienced a smoother process in working with the managers. Pay regulation is now something that creates overview rather than confusion.
“We can see that the leaders have got a much better insight. They have access to exactly the information they need — and they find it easier to actively contribute to the process.”
At the same time, it has created clear efficiencies for the HR and payroll team:
“We have significantly reduced manual work. Mindkey makes it easy to follow up, track approvals and work with different salary scenarios in a structured way. It's time we can now spend on other tasks — and that adds value across the organization.”
Fully integrated system
Bella Group currently has a salary regulation processthat are fully integrated into their HR system and meet applicable GDPR requirements. The new solution ensures a transparent payroll history that visualizes employees' salary development over time. It provides a good basis for future salary reporting and supports a more data-driven approach to their HR work.