DK Partner: recruitment, employee records and accommodation in Hypris.

The company and its operational scale

DK Partner and its related company AK Outsourcing recruit and manage logistics and production personnel. Their teams handle candidates, employees, documents and accommodation across Poland.

The register contains more than 5,200 active and historical employee records. It covers more than 650 accommodation stays, with over 70 GB of source documents. These figures describe the data scope recorded in the implementation material.

Before implementation: one employee, several spreadsheets

Recruiters, coordinators and the legalisation team maintained separate spreadsheets. Contact details and names differed between files, documents remained on separate drives and decisions required further messages.

• Employee records were created after contracts were signed, although legalisation work had to start earlier.
• Document dates were monitored manually.
• Personal details were repeatedly entered into contract attachments.
• Accommodation was reconciled using submitted attendance sheets.
• Shared spreadsheets did not provide the separation of responsibilities and access that the teams needed.

Five connected processes in Hypris

The configuration covered recruitment, legalisation, employee records, accommodation and documents. Relationships keep employees connected to their cases and stays.

Data and permissions follow responsibility

Administrator, Administration, Recruiter and Coordinator roles separate responsibilities. Views filtered by the current user show the relevant records to recruiters and coordinators.

Identifiers such as PESEL were stored as text to preserve leading zeros. Controlled lists standardised nationalities, payment methods and job roles. Relationships expose information from the linked property or recruiter without repeatedly copying it into other databases.

Automation: Hypris, n8n and document generation

The implementation connected Hypris databases with n8n workflows, webhooks and Carbone. Automations followed the actual stages of work at DK Partner.

1. New candidate: form submissions receive an initial status and contact details are normalised.
2. Legalisation review: a status change creates an employee record before the contract is signed, so the legalisation team can link a case to it.
3. Document dates: a scheduled process checks expiry dates and adds a comment for the legalisation team.
4. Employment: the existing employee record is updated and documents are assigned to the relevant categories.
5. Contract package: the generator uses employee, company and project data in document templates.
6. Accommodation: historical attendance sheets become stays with dates and room-change information.

What changed for the teams

Recruitment, legalisation, administration and coordination work with linked records. Handing over a case no longer requires a separate version of employee information in another spreadsheet.

Applying this example to your own company

Start with one process and the relationships between its data. Check handovers, required documents and the information needed to summarise work.

For DK Partner, the key was connecting candidates, employees, legalisation cases and stays. Another company might start with clients, jobs, delivery and settlement. The configuration should reflect its actual work flow.