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 bring all of its HR processes together in one system, it chose Mindkey - partly to digitize and streamline its salary review process. In this case, Helle Kejser, Senior Business Partner, and Maria Mulbjerg Thimsen, HR Business Partner at Bellagroup, share their experiences of the implementation, the collaboration, and the value they have gained from using Mindkey.
How Bellagroup manages the entire salary adjustment process in one system
For many HR departments, salary regulation is a time-consuming process spread across emails, spreadsheets, and manual approval rounds. Mindkey's salary regulation module fundamentally changes this. The module enables HR to manage the entire salary regulation process directly within the system – from planning and management involvement to execution and documentation.
The solution is designed to support both central and decentralized processes and can be flexibly configured to reflect the company's unique salary structure and policies. The result is full transparency, strong documentation, and a process that meets the business's needs.
“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 overview and structure
Before Bellagroup started using Mindkey, salary regulation was handled manually in Excel – a solution that over time proved to be both unreliable and time-consuming.
"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."
The need for a more structured and transparent salary regulation process was a decisive reason why Bellagroup chose to digitize with Mindkey – and gather everything in one place where HR, managers, and the payroll team can work efficiently, securely, and in compliance with GDPR.
Flexible setup - even in complex organizations
As HR users, Helle and Maria found that Mindkey's salary regulation module could be adapted to Bellagroup's needs – even in an organization with complex budget structures and many types of pay elements.
"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 correctly, and that has given us a salary regulation flow that is both digital, traceable, and adapted to our reality."
The module enabled Bellagroup to:
Define access rights precisely – so that manager approvals are always saved and documented
Handle all pay elements – base salary, allowances, flexible benefits, and individual salary models
Support both uniform and individual adjustments – with calculation fields adapted to the company's specific models
Ensure traceability – no manual emails, no doubt about versions
"We've really put the system to the test – and even though we had to learn it from scratch, we quickly got up and running. And when we encountered challenges, we were taken seriously and quickly helped to move forward."
Clear benefits and positive feedback from managers
The digital salary adjustment process has not only brought relief to the HR department. Managers are also noticing the difference.
"We can see that managers have gained a much better insight. They have access to exactly the information they need – and they find it easier to contribute actively to the process."
For the HR and payroll team, the efficiency gains are tangible:
"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. This is time we can now spend on other tasks – and that adds value across the organization."
A fully integrated HR system – with GDPR compliance and data-driven salary history
Bellagroup now has a salary adjustment process that is fully integrated into their HR system and complies with current GDPR requirements. The new solution ensures:
A transparent salary history that visualizes employees' salary development over time
A strong foundation for future salary reporting
A more data-driven approach to HR work across the organization