How Fresh Deliveries scaled to 300 staff through streamlined recruiting and onboarding with Collage HR

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Company

Fresh Deliveries, a subsidiary of meal kit company Fresh Prep, is a leading Canadian food delivery service operating across Canada and specializing in local sustainable products. Fresh Deliveries partners with owner-operators of local goods to provide sustainable delivery options for everything from local frozen meat, to packaged goods. Fresh Deliveries offsets the carbon footprint of every kilometer driven, to help their partners reach carbon neutral and low emissions for all deliveries. 

Overview

In 2020, Fresh Deliveries implemented Collage HR to replace their manual recruitment and document management processes. With Collage, Fresh Deliveries streamlined their hiring workflows, enhanced security for contractor data, and scaled operations to meet the needs of its growing, nationwide workforce.

The Challenge

Before implementation, Fresh Deliveries faced significant challenges in their recruitment and onboarding processes. Malloreigh explained that the previous HR workflows were not designed to handle an inter-provincial, wide-scale delivery operations network. "We started with just a handful of contractors. As we grew to hundreds, our old processes couldn’t keep up. We needed a solution that was secure, efficient, and scalable."

With their rapid growth trajectory, Fresh Deliveries looked at the main challenges they were facing:

• Time-Consuming Onboarding: Onboarding each contractor required an hour-long process involving phone calls and real-time 1:1 information sessions. With around 25 new hires per month, previous manual workflows were a huge time sink for the HR team. 
• Manual Data Management: Contracts, banking details, and other sensitive information were captured and managed in spreadsheets and third-party tools like DocuSign, reducing efficiency and requiring additional time for privacy risk mitigation. 
• Scaling Challenges: As Fresh Deliveries expanded operations across Canada, they struggled to manage multi-region workflows, including bilingual document requirements and provincial-specific onboarding.

The Solution

Fresh Deliveries selected Collage HR for its recruitment and onboarding capabilities, which could support the company’s unique contractor-based workforce.

• Integrated Recruitment and Onboarding: Collage’s all-in-one platform enabled Fresh Deliveries to post job openings, collect applications, and transition candidates into active contractors seamlessly. Custom application questions, like uploading driver’s licenses, ensured all critical data was collected upfront.
• Secure Document Management: Collage provided a secure, centralized location for storing sensitive contractor information, addressing previous concerns about data integrity.
• Scalable Processes: As Fresh Deliveries’ expanded across Canada, features like automated bilingual responses and region-specific job postings helped the company find the right candidates efficiently.

"Collage HR made our recruitment and onboarding so much easier," said Malloreigh. "From posting jobs to verifying documents, it’s all streamlined. It saves us time and keeps everything secure."

Key Benefits

1. Significant Time Savings
   By automating key steps in the hiring process, Fresh Deliveries reduced onboarding time drastically, saving 21 hours per month. "We used to spend an hour onboarding each new contractor," Malloreigh explained. "With Collage, we’ve cut that time down significantly, which has been a huge help as we grow."
2. Easy Collaboration
   Collage allowed the recruitment team to collaborate directly, with team members able to pick up where others left off in the hiring funnel. "Collage makes it easy to delegate tasks. Everyone knows where to step in, and nothing gets missed," said Malloreigh.
3. Improved Security and Organization
   Sensitive data, such as contracts and vehicle details, is now stored securely in Collage. "Collage keeps everything organized and accessible," Malloreigh shared.

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