How Securex Built a Custom Task Management System for Payroll Advisors Without Software Developers

"We are very satisfied with the collaboration with the Baserow development team. The application was designed specifically for our employees as well as for us, managers. The database for managers was tailored to perfectly meet our specific needs. The Baserow team demonstrated remarkable responsiveness, with almost immediate replies and great flexibility in continuously adapting the tool to achieve our objectives. Today, we have better visibility over everyone’s tasks, workload, and activity profitability, which strengthens management, service continuity, and operational quality.”

Dalila Baghdadi, Payroll Manager, Securex Luxembourg

Securex replaced a spreadsheet-based Task management process with a modern no-code Baserow database and application to manage the daily work of their Payroll Advisors. In a few weeks, they built a Task Management & Capacity Planning application for their team to ensure every service is delivered on time to their clients.

Industry

Payroll

Organization Size

Mid size

Region

Luxembourg

Baserow Capabilities

• Database & Shared Views
• No code custom application development
• Automations

About Securex

Securex Luxembourg is a major provider of integrated HR and payroll solutions in Luxembourg, helping businesses manage administration, social law compliance, and mobility, and serving as the local arm of the broader Securex Group. They offer services like payroll processing, HR outsourcing, social & tax updates, HR training, and fleet management, supporting companies with local regulations and international operations.

Challenge: Build an affordable custom Task Management application

Securex launched a project to optimize their internal organization within the Payroll teams. The goal was to replace individual Excel tracking with a high-performance, attractive planning tool perfectly adapted to their processes.

To succeed, the solution needed to fulfill several core requirements:

• User Adoption & Access: Provide a user-friendly interface that encourages team adoption, alongside SSO integration to facilitate employees’ daily access.
• Visibility & Control: Enable employees to have a clear view of case progress through an intuitive cockpit, while providing managers with a true “control tower” to monitor tasks, manage absences, and ensure service continuity.
• Workload & Profitability: Integrate estimated time per task to better assess workload and ensure a fairer distribution. Furthermore, the tool needed a direct link with billing to better control delivered services and client profitability.
• Security & Continuity: Secure operations by eliminating the risk of oversight through centralized and dynamic planning.

Solution: A business application built entirely with no-code technology

Securex selected Baserow to serve as the application builder platform. Unlike rigid proprietary software, Baserow’s flexibility and ease of use allowed the team to build a system that fit the exact needs of Securex to provide value to the Payroll Advisors teams.

• Application Building without coding: Securex was able to design custom interfaces specifically for both employees and managers without relying on costly software development.
• Centralized data for a single source of truth: Baserow acts as the central database to capture customer, Payroll Advisors, services, and deadline data, powering the Task management application.
• Seamless Integration: Using Baserow’s robust API, Securex connected the platform directly to their billing systems. Crucially, they also established an API integration with Officient for the automatic reassignment of tasks to a backup in the event of an absence, guaranteeing uninterrupted payroll service continuity.

Results: User-friendly application delivered at a fraction of the cost and greater speed

1. Modern application

Securex built its application with fast feedback cycles from the users. The apps feel modern and are customized to the Payroll Advisors’ and managers’ requirements. Employees now work from an intuitive cockpit, while managers utilize a tailored database control tower to oversee operations.

2. Speed

The application was built in a couple of weeks by non-technical users. The simplicity and flexibility of the no-code tools platform ensured rapid adoption and much faster development time than custom tools requiring developers.

3. Governance & Security

The application is deployed on-premise, and user access is secured through Role-Based Access Control and Single Sign-On (SSO). The centralized, dynamic planning has successfully secured operations by eliminating the risk of oversight. The Builders team has access to the Baserow platform to build and manage the database and apps, whilst the wider team only uses the applications they have access to.

Future Outlook: Expand the application to new Payroll Advisors teams in Securex

As users are highly satisfied with the visibility and quality of the application, the team plans to expand its usage to other Payroll Advisors within Securex to align working processes. Given the flexibility of the platform, even when services differ per country or department, the application can be reused and continuously adapted to a new team’s specific objectives.