# Viebrockhaus streamlines processes thanks to Rexx Systems _Source URL_: https://www.rexx-systems.com/referenzen/viebrockhaus-en/ _Canonical URL_: https://www.rexx-systems.com/referenzen/viebrockhaus-en/ _Site_: Rexx Systems _Last Modified_: 2026-09-18T09:40:04+02:00 **From a cardboard box in the cellar to a digital HR platform: how Viebrockhaus, with the help of Rexx Systems, has completely streamlined its HR processes.** Anyone who buys a house from Viebrockhaus gets quality you can really feel: built brick by brick, drawing on over 70 years’ experience in solid-construction house building. In 1954, master bricklayer Gustav Viebrock founded his business in Harsefeld, in the district of Stade, with a handful of journeymen and a promise to build high-quality homes for families. ![Drohnenaufnahme des Musterhausparks von Viebrockhaus](https://www.rexx-systems.com/wp-content/uploads/2023/09/Viebrockhaus_Musterhauspark.webp) Today, Viebrockhaus AG is one of Germany’s largest providers of solid-construction homes, with around 1,100 employees, three large show home parks in Kaarst, Fallingbostel and Hirschberg, and sites stretching from the Baltic Sea to Baden-Württemberg and from Dresden to Cologne. However, the efficiency that characterised the building sites was lacking in **[human resources management](https://www.rexx-systems.com/personnel-management/)**. This was all done on paper. Lots of paper. Kerstin Gerß (Head of Human Resources, Viebrockhaus AG) explains: *“We had boxes in the cellar containing pads for the lorry drivers’ timesheets. These were filled in with ballpoint pens, then collected, signed off and passed on. And at the end of the month, there was a huge packing job here: everyone went to the enveloping machine to put the payslips in the post. That always took a whole day.”* The starting point: a bottleneck known as head office ----------------------------------------------------- All HR processes – having developed over time – were carried out manually, on paper and in a highly time-consuming manner via the head office in Harsefeld. Holiday requests, **[travel expense](https://www.rexx-systems.com/travel-expenses/)** claims, sports bonuses, spectacles allowances, health and safety certificates: everything was applied for, signed off, passed on and filed on paper. A particular challenge was that Viebrockhaus operates on a decentralised basis. On building sites, in consultancy offices and show home parks across Germany, work crews and sales teams had to send their timesheets and applications to head office either physically or as scans. Site managers took signature lists to the building sites and back again. Personnel files filled the cupboards. The company continued to grow, and with it the pressure on the HR department. As part of a comprehensive digitalisation strategy, it became clear that an innovative solution was needed in the HR department. The decision to choose Rexx Systems ----------------------------------- The search for a suitable HR system led Viebrockhaus to Rexx Systems. In addition to the impressive product portfolio, the Hamburg-based provider’s references and market presence were also decisive factors. And, last but not least, the geographical proximity: Rexx Systems is also firmly rooted in northern Germany and understands the requirements of medium-sized companies in the DACH region. A comprehensive solution was required. **[Rexx HR](https://www.rexx-systems.com/software-hr-en/)** and Rexx Recruiting were rolled out simultaneously – a deliberately ambitious move designed to digitise the entire HR function in one go. The implementation: a blessing in disguise ------------------------------------------ The project was launched in 2019. What had been planned as a roll-out project involving face-to-face training, a major kick-off event and personal support from Rexx Systems was put to the test by an unforeseeable event: COVID-19. Paradoxically, the pandemic proved that the decision had been the right one: when all staff switched to working from home, Viebrockhaus was already sufficiently digitised to remain operational. It would no longer have been possible to transport boxes full of documents, and the paper-based system would have reached its limits by now at the very latest. ![Profilbild von Kerstin Gerß Vorstand Personal bei Viebrockhaus AG.](https://www.rexx-systems.com/wp-content/uploads/2026/07/Viebrockhaus-Kerstin-Gerss-1-1024x1024.webp) *“When the pandemic forced us all to work from home, it became clear just how valuable digitalisation really was. Hauling around boxes full of paperwork was no longer an option. We were very fortunate that we were already using Rexx Systems.”* **Kerstin Gerß, Director of Human Resources, Viebrockhaus AG** The solution: Rexx Systems in use at Viebrockhaus ------------------------------------------------- Today, Viebrockhaus uses the Rexx Suite as its central HR platform, covering everything from **[applicant management](https://www.rexx-systems.com/applicant-management/)** to **[staff development](https://www.rexx-systems.com/employee-development/)**. An overview of the key modules: - **HR & Recruiting:** These two solutions were introduced together as the core of the system to provide end-to-end digital mapping of the process from application to recruitment. - **Digital Personnel File:** Completely replaces physical archives and securely consolidates all documents in one central location. - **[Time Tracking](https://www.rexx-systems.com/time-tracking/):** Replaces the manual logistics of timesheets. Times are recorded digitally, and approvals are granted at the click of a button. - **Outlook: [Learning](https://www.rexx-systems.com/en-learning-management-system/)** & **[Skills Management](https://www.rexx-systems.com/skill-management/)** In future, this will be used to manage internal training and succession planning, with a view to establishing a central Viebrockhaus Academy. ![Zwei Mitarbeitende von Viebrock Haus auf der Baustelle eines Musterhauses](https://www.rexx-systems.com/wp-content/uploads/2023/09/Viebrockhaus_Mitarbeitende.webp) Change Management: Winning over even the last few ------------------------------------------------- One challenge was rolling out the system to the tradespeople on the building sites. Many of them had been working with piecework ledgers and paper documents for years. Digital systems were met with scepticism, particularly when it came to sensitive pay and personnel data. The Viebrockhaus HR team tackled this pragmatically: payslips were simply no longer sent by post. Anyone wishing to view their payslip had to log in to Rexx Systems. At the same time, the HR department offered personalised support. Staff could pop in with their mobile phones and were logged in and shown how to use the system straight away. Today, all staff – from the office team to the construction crew – use the system. And they appreciate it: they can check their holiday entitlement at any time, submit requests digitally and no longer need to ring head office. And the staff’s tacit acceptance is perhaps the most telling result; after all, not a single employee has asked to go back to using paper. The results: less red tape, faster progress ------------------------------------------- Time-to-Hire Reduced from 60 to 40–45 days (–33 %) Decisions on applications From 7 days to 1–2 days – for holidays, glasses, travel expenses & more. Paper holiday vouchers Approx. 5,000 fewer slips per year recorded, filed, posted: not applicable Children's enquiry Long-term care insurance contribution 1,000 staff surveyed in 3 weeks – instead of an estimated 2 months without Rexx Systems Payroll Approx. 1 working day saved per month (enveloping & Posting not required) System acceptance 100 per cent of the workforce actively uses Rexx Systems – from the office to the building site Pandemic resilience Full capacity to work from home thanks to early digitalisation Outlook: Scaling growth digitally --------------------------------- Viebrockhaus is expanding: new sites in Dresden, Berlin and Zülpich are either in the planning stage or have already opened. Rexx Systems enables the **[onboarding](https://www.rexx-systems.com/onboarding-en/)** of new sites and staff to be managed centrally. The platform simply grows alongside the company. At the same time, Kerstin Gerß is driving forward the professionalisation of staff development. The aim is to use the skills management module to create a standardised skills map in future, which will serve as the basis for targeted development, internal mobility and strategic **[succession planning](https://www.rexx-systems.com/succession-planning/)**.