How Port of Koper scaled onboarding for 400 new hires - Smart Arena
Discover how Port of Koper digitized employee onboarding with 120+ automations, giving their HR team time back for people, not paperwork.
100%
automated onboarding
80%
faster onboarding
1000
of hours saved
Port of Koper is a cargo port operator that manages, develops, and maintains the continuous 24/7 port infrastructure across 12 specialized terminals in Koper.
Oddelek
HR
Industrija
Transportation and Logistics
Lokacija
Slovenia
Velikost podjetja
2400+
Funkcionalnosti
Rešitve
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Challenge
Before the introduction of Smart Arena, the onboarding process for new employees at Luka Koper was heavily reliant on physical paperwork and manual coordination. Operating a 24/7 port across 12 specialized terminals created a “matrix of complexity”. HR had to manually schedule 4-hour live training sessions for every new hire and manually type every attendance record, test result, and signature back into their central SAP system, resulting in severe administrative bottlenecks.
“Over 120 automations today reliably do the work that used to require thousands of hours of administrative effort. Our biggest win is clear: our HR and safety teams get their time back for people, not for paper.“
– Matej Osenar, Human Resources Director, Port of Koper
Solution: Scalable automation with deep SAP integration
Port of Koper utilized the Smart Arena platform to fully digitize and automate both their general HR onboarding and their strict Occupational Health & Safety (VZD) compliance training. By establishing a seamless two-way integration with SAP, the system instantly recognizes a new hire’s role, unit, and location, and automatically assigns a highly personalized learning path.
“Topics that previously required a 4-hour live lecture are now completed by employees in 1 hour – directly on their phones, during their shift.”
Why does it work?
- 120+ Automated Workflows: The system instantly navigates the complex training matrix, delivering perfectly personalized courses without any HR intervention.
- Zero Manual Data Entry: Thanks to the two-way SAP integration, all course completions, times, and digital signatures are automatically synced back to the central system.
- Mobile-First Access: Employees without dedicated office desks can access their training through the Capsula mobile app or terminal stations, completing modules flexibly within a 30-day window.
- Automated Safety Compliance (VZD): The system automatically handles legal compliance loops by calculating renewal dates and re-enrolling employees 3 months before their safety certificates expire.
- Resource Optimization: Internal experts are completely relieved from repeatedly delivering the same live lectures, allowing them to focus on highly skilled operational work
“This optimization allowed us to successfully complete over 480 digital onboardings during rapid growth last year, completely without additional administrative burden for our team and with exactly 0 manual entries.”
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