Anna Dąbrowska,
HR Director NEE,
Keller Polska
Case study Worksmile & Keller
How Keller reaches offsite employees with information and requests – without company mailboxes?
A distributed workforce with no shared information channel
Keller is a company specialising in geotechnics – ground reinforcement, deep foundation work and excavation protection. Work takes place at project sites and construction sites scattered across the country, rather than in a single office or branch.
In this setup, the HR team supports the entire workforce: sports cards, medical care, group insurance, and Social Fund benefits. The search for a tool started right there – with the wish to organise benefits and move away from paper applications.
Keller – details
- Industry: specialist construction, geotechnics
- Scale: 530 platform users
- Structure: distributed – construction sites across the country, roughly half of the workforce without company email
Challenges faced by the Keller Polska HR team:
Work distributed across the country. Teams work on construction sites, not in one office – information has no single natural point of arrival.
A large part of the workforce without a company email. Field employees don't use company email, so email communication by definition bypassed a large part of the company.
Paper-based application workflow. Benefit and Social Fund applications submitted on paper meant a large volume of documents to collect, describe and pass on.
Our organisation is highly distributed – we work on construction sites spread across the country, and on top of that half of our employees are blue-collar workers who don’t use company email. We’ve always wanted direct communication with employees, giving blue-collar staff the same access as office staff.
Anna Dąbrowska,
HR Director NEE,Keller
A platform employees access from their phone – wherever they work
At Keller, Worksmile runs as a mobile app where employees find company information, submit benefit applications and use their benefits. It’s the same set of features for someone in the office and someone on a construction site – and that equal access turned out to be the most important part of the rollout.
One place on the phone instead of email and paper
The entry point to the platform is the mobile app, so access doesn’t depend on a company computer or a company mailbox. Employees log in from their own phone and, in the same place, read company information and submit applications – without filling in a paper form and passing it along.
The Worksmile mobile app lets our employees not only stay up to date with information, but also submit Social Fund and benefit applications easily and quickly.
Anna Dąbrowska,
HR Director NEE,Keller
Information reaches the right group, regardless of location
The company intranet is an announcement channel available from within the app, split into 21 topic groups by location and specialisation. This means content reaches exactly where it’s relevant – while the same piece of information can also reach the whole company at once, regardless of whether someone has access to a computer and company email.
The Communication module turned out to be a great fit for our needs. Rolling it out let us reach all employees with information in practically real time, regardless of whether they have day-to-day access to a computer.
Anna Dąbrowska,
HR Director NEE,Keller
Social Fund and benefit applications in one documented workflow
Employees submit social benefit and benefit applications in the app, and from there each one follows a path defined for that type of case – through approval and on to further processing on the HR side. This means the HR team works on a single workflow instead of paper forms arriving from different construction sites.
A well-designed application workflow lets us not only submit applications easily, but also manage them at both the approval stage and later processing.
Anna Dąbrowska,
HR Director NEE,Keller
Sports cards, medical care and insurance in one place
From the employee’s side, benefits are part of the same app as information and applications – signing up for a sports card, medical care or group insurance doesn’t need a separate channel. That, in fact, is where the whole partnership started.
We were originally looking for a tool to streamline how we handle employee benefits: sports cards and medical care, as well as Social Fund benefits. Worksmile looked like a great partner for moving away from a huge volume of paper applications.
Anna Dąbrowska,
HR Director NEE,Keller
The same standard in Poland, Lithuania, Latvia and Estonia
Keller Polska operates as part of the North-Eastern Europe region, so after the Polish rollout the platform also reached companies in Lithuania, Latvia and Estonia. Employees in these countries use the same solution – both for communication and for document workflows.
We also rolled out Worksmile in Lithuania, Latvia and Estonia, which cut down the volume of paper documents we process and made communication with all employees easier.
Anna Dąbrowska,
HR Director NEE,Keller
Key results
99,4%
activated accounts
74%
log in at least once a month
21
communication topic groups
105
average applications per month
Worksmile internal data. Activation, logins, communication groups: as of August 2026. Applications: January–August 2026.
Benefits for the company and employees
Reaching every employee, including those without a company mailbox
Information from head office reaches the office and the construction site at the same time. The HR team no longer has to assume part of the workforce will find out about something late, or not at all.
More time for the HR team on strategic work, less on admin
Benefit and Social Fund handling now runs in a single system instead of paper forms arriving from across the country. That means less administrative work for HR and more room for substantive tasks.
Employee applications and cases fully in a digital workflow
Social Fund and benefit applications are submitted, approved and processed in the app instead of on paper forms collected from construction sites. The entire workflow stays within a single system, so a case doesn't move back and forth between a site and head office.
A benefit application submitted from a phone, with no wait for a paper form
Employees submit an application wherever they happen to be – without going back to the office and without intermediaries. From there, the case follows a defined approval path, so it's clear what stage it's at.
See how Worksmile would work for you
We’ll show you how the platform reaches employees without company mailboxes, and what the application workflow looks like in a distributed organisation.