"We no longer waste time going to other offices looking for colleagues"


Solution: Spica All Hours
Content:
- Why is it beneficial to always have quick access to information about employees' work location?
- How did Spica's solution help minimize paperwork?
- Where are the time savings most noticeable?
- Sector: Online sales of digital products by Vzgoja.si and StrategicParenting.com.
- Company size: Small
- No. of employees: 10 full-time employees plus contract workers.
- Top products: No yelling challenge and ADHD Advantage e-book.
- The company is hosting highly successful web conferences: Empowered Parents Summit, ADHD Parenting Summit, and Autism Parenting Summit.
About We Create Courses (WCC): On a mission to support children's education
The journey began during the 2020 pandemic. With over 40 years of experience, special educator Mark Juhant gained a wealth of practical knowledge working with families, and realized that parenting should be practical, grounded, and, most importantly, effective.
As a former special needs teacher, school headmaster and author of 16 bestselling books on child education, he has developed an approach that is regrettably rare today. It emphasizes common sense, genuine understanding, and a commitment to setting clear, healthy boundaries.
When the pandemic struck, it halted all traditional in-person connections. Families still needed support—more than ever, in fact—but the usual avenues were no longer accessible.
The company's founder, Marko Juhant, retired last April, stating, "My knowledge and experience are now available electronically at Vzgoja.si, where I collaborate to develop practical solutions for various educational and learning challenges."
With the support of Špela Repovš, the company's director overseeing web conferences, and the Strategic Parenting team, he brought his decades of knowledge online. From that point, the community began to thrive. Parents from across the globe joined to learn and connect. As Strategic Parenting expanded, so did its network of leading experts.
They collaborated with the award-winning author and certified emotional intelligence trainer Deborah McPhilemy, who shared her expertise on understanding and managing emotions with families. They also worked with Elaine Taylor-Klaus and Diane Dempster, prominent voices in parenting children with ADHD, who provided invaluable insights on supporting families through the challenges of raising children with ADHD.
Shortly after, Jennifer Kolari, a child and family therapist with over 30 years of experience in helping families build strong and lasting bonds, joined their team of experts.
About last year's events: A web conference attended by 78,000 parents
In April 2024, We Create Courses hosted the Empowered Parents Summit, their first large-scale virtual event —a major milestone. The summit featured Dr. Shefali Tsabary, Tia Slightham, Dr. Vanessa Lapointe, and 45 other experts addressing the most pressing topics for parents, including children’s mental health, screen and technology addiction, school-related challenges, and the importance of self-care.
The event reached 3.2 million people on social media, with more than 57,000 parents registering. This has helped them spread their mission of supporting parents in raising children worldwide.
In September 2024, they launched the ADHD Parenting Summit online conference, featuring some of the most trusted names in the field, including Dr. Ed Hallowell, Dr. Robert Brooks, and Dayna Abraham. The event attracted over 78,000 parents.
Challenges: Time-consuming data entry
"Spica's solution has simplified tracking working hours, absences, hybrid work arrangements, and compliance with new legislation." — Leya Repovš
In its early days, WCC lacked a time and attendance tracking system, requiring data to be entered manually into tables. Leya Repovš, now the project manager and HR officer, who joined the company as a student at the time, recalls: "We manually entered all the data, including vacation days and working hours. Arrivals and departures were recorded in one document, while vacation days had to be logged in a separate document as well as on a calendar."
"A few years ago, we shared premises with our sister company in the tourism industry. That's when we implemented the Spica solution," explains Leya Repovš. She adds, "It simplified tracking working hours as well as lunch breaks, vacation days and sick leave. We no longer had to manually record the exact arrival and departure times each day. Now, employees are far less likely to forget to register."
Solution: A recording system tailored to young people
Everyone registers using a card or the work-from-home app, effectively addressing the challenge of remote work. Exporting monthly working hour data for all employees is now much easier, and information on absences, such as vacation days, is more transparent.
Director Špela Repovš coordinates vacation days directly with employees outside the system, and they subsequently log this information into Spica's solution to ensure data accuracy.
Spica's solution also streamlined compliance with new working time legislation. "Until this year, we didn't track lunch breaks, sick leave, or vacation days because there is a high level of trust within the company. However, with the new law, we discovered that Spica's solution makes this process simple as well. The screen clearly shows me who is on sick leave, vacation, maternity leave, and more," explains Leya Repovš.
Due to hybrid work, which is particularly suited to younger colleagues, Leya Repovš can see who is working in the office and who is working remotely, i.e. from home, at any given moment. "We no longer waste time going to other offices to look for colleagues, as the app's homepage shows who is in the office and who isn’t," she explains.
The data capture, of course, provides an accurate report of working hours at the end of each month. WCC has not yet integrated Spica's solution with their accounting software, though. For now, they simply send the hours report to the accounting service, which handles payroll processing.
Effects: Multiple savings
Spica's solution has led to savings on at least two levels. "Individuals save time by no longer needing to manually enter all this information. Additionally, we save a significant amount of time with automated daily and monthly reports."
The Director coordinates vacation days directly with employees outside the system, and they subsequently log this information into Spica's solution to ensure data accuracy. This is how Leya Repovš explains the organization of record-keeping with Spica's solution. If any information is unclear, it is verified by mentors. In short, all types of absences, including vacation days, are recorded after being agreed upon.
Even in a small company, unpredictable situations arise. Leya Repovš explains: "We have a graphic designer who works in the mornings. If he can't complete tasks in the morning, we discuss what he can finish at night. This ensures the team has everything ready by morning, and everything is recorded in the system."
One of the employees also successfully uses Spica's solution while working remotely from Turkey, where she currently resides.
Key benefits
- Easy export of working hours reports
- A seamless solution for remote workers
- Quick and clear overview of employee presence and work location
*Attention deficit/hyperactivity disorder.