Advaita Ltd
Human Resource Transformation
70%
Reduction in admin onboarding
80%
Reduction in legal risk exposure
100%
Staff onboarded with digital contracts & compliant documents
Sector
Heritage Hospitality & Events
Role
Human Resources & Operations
Tools
BrightHR, DocuSign
Chilham Castle’s HR transformation project aimed to replace fragmented, paper-heavy processes with a centralised, compliant, and scalable HR system. The objective was to create a single source of truth for all employee records, automate key workflows like payroll, leave management, and compliance checks, and introduce frameworks for performance and training. By integrating digital tools and standardising documentation, the goal was to reduce administrative burden, ensure legal compliance, and enhance the employee experience.
Challenge
Fragmented Employee Records
HR documentation was dispersed across multiple locations—physical files, personal emails, and unstructured digital folders—making it difficult to retrieve accurate employee data quickly.Inconsistent Compliance Processes
Right-to-work checks, contract updates, and policy acknowledgements were not tracked in a centralised system, creating potential gaps in legal compliance.Manual Payroll & Leave Tracking
Payroll preparation relied heavily on spreadsheets, while leave approvals and sickness tracking were inconsistent, leading to calculation errors and late submissions to HMRC.Limited Performance & Training Frameworks
No formal system existed for performance reviews, training schedules, or career development planning, resulting in missed opportunities for employee growth and engagement.
In summary, HR operations lacked centralisation, automation, and structured processes. This increased compliance risk, consumed excessive administrative time, and reduced the organisation’s ability to proactively manage and develop its workforce.
Results
Top HR Outcomes Delivered:
100% of staff onboarded with digitally signed contracts and compliant documentation via DocuSign
Right-to-work compliance standardised, with ID checks and document archiving in line with UK Home Office rules
Implemented structured probation period tracking with review templates and outcome logs
Introduced a secure system for employee records, confidentiality agreements, and performance documentation
Reduced onboarding admin by 70% and legal risk exposure by over 80% through structured processes and tech integration
4D - Process
Discover
Chilham Castle, a prestigious estate with diverse staffing needs, faced serious HR vulnerabilities due to informal processes. Staff were onboarded without formal contracts, right-to-work checks were inconsistent, and there was no structured way to manage performance or compliance obligations.
The HR function needed to move from a loosely managed paper-based system to a digital, compliant, and scalable structure.
Define
Key HR Challenges Identified:
Missing or Incomplete Employment Contracts
Many employees lacked formal agreements or clear terms of employment
No signed confidentiality clauses or legal terms on data handling
No Probation or Performance Structure
Probation periods weren’t tracked or documented
No review process to confirm performance, expectations, or contract continuation
Right-to-Work & Legal Exposure
Inconsistent ID and eligibility checks
Risk of failing audits or penalties from the Home Office
Disorganised Employee Documentation
Contracts, ID, reviews, and leave records stored across emails and folders
No central HR system to manage compliance or updates
Develop
Solutions and Processes Introduced:
Used DocuSign to issue legally binding contracts with custom clauses for role type, confidentiality, and termination terms
Created a standardised HR documentation process, including:
Right-to-work verification checklist
ID upload and archiving protocol
Confidentiality and data handling agreements
Designed and rolled out a probation tracking system, including:
Automated reminders
Manager review templates
Outcome documentation
Built a secure digital employee file system covering:
Contract history
Leave and performance records
Disciplinary and review documents
Aligned policies with UK employment law and GDPR standards for employee data handling
Deliver
Implementation Milestones:
Audit of all current employee records and contract statuses
Custom contract templates drafted and deployed via DocuSign
Introduced onboarding packs with ID, policy acknowledgment, and data compliance forms
Probation period tracker embedded into onboarding flow, linked to BrightHR
Staff training and manager briefings conducted to support new processes
Conclusion
Chilham Castle’s HR function is now legally sound, performance-led, and digitally managed. The shift from informal onboarding to structured, compliant HR systems has protected the business, enhanced employee clarity, and empowered managers to lead with confidence.
