Why Pluxee Spain made the switch to Atlassian

Pluxee Spain, a leading company in Spain for employee benefits and engagement solutions, serving thousands of businesses, needed to unify a fragmented operating environment after a major company transformation.

By consolidating previous project management, knowledge, and workflow tools onto the Atlassian platform, Pluxee created a more governed environment, improved cross-functional collaboration, and embedded AI capabilities into daily workflows.

The result: 4x more tasks managed every month; AI-powered automation and triage that accelerate work; and a connected platform where teams can access relevant knowledge, tasks, and context — enabling people and AI capabilities to work with a more complete picture.

Fragmented tools and governance gaps slow down a transforming company

When Pluxee Spain evolved from Sodexo Spain and integrated a digitally-native startup, it inherited a patchwork of disconnected tools and different ways of working. The company’s shift from physical vouchers to a digital benefits platform demanded speed and scale, but several challenges stood in the way:

• Knowledge was everywhere, with no way to find or apply it. Company information lived across several disconnected tools and sources. There was no single source of truth, no simple way to search across systems, and limited connection between what teams knew and the work they were actually doing.

• Cost and complexity were compounding. Maintaining parallel tools meant duplicate licenses, increasing costs, fragmented user management, and growing administrative overhead.

• Governance gaps created additional complexity. Permissions were tied to individuals, content expanded into uncontrolled silos, and when employees left, information could become difficult to access and administer.

• Legacy task management lacked visibility and scalability. Requests and tasks arrived through different channels, making it difficult to understand ownership, identify bottlenecks, measure progress, and coordinate work efficiently.

Pluxee needed a governed and scalable platform that could support the organization while giving teams and leadership greater visibility into how work was actually flowing.

Consolidation leads to savings and streamlining

By retiring previous tools and standardizing key collaboration, knowledge, and workflow capabilities on Atlassian Cloud Enterprise, Pluxee reduced the cost and complexity of managing parallel systems.

Centralized identity management through Okta also simplified user lifecycle management, reducing administrative overhead and helping eliminate unused licenses.

The bigger shift was what consolidation made possible. With work, knowledge, and team context increasingly connected through the Atlassian platform, teams can automate activities, collaborate more effectively, and use AI capabilities with richer organizational context.

The move also aligned Pluxee Spain with Pluxee Global’s governance and security standards, giving the Cybersecurity team confidence in the platform and enabling seamless collaboration with teams in Brazil, Portugal, and beyond.

Managing 4x more tasks each month, with full visibility

Requests and tasks from internal teams and external customers were arriving through different channels, making it difficult to understand ownership, identify bottlenecks, and measure progress.

To address these challenges, Pluxee introduced structured workflows through the Atlassian platform, bringing previously fragmented activities into a more transparent and measurable way of working.

Teams can now organize tasks, establish ownership, and use dashboards to understand workloads, progress, and opportunities for improvement.

Small but impactful automations also accelerate handoffs and execution. For example, when an action is completed, a related follow-up task can be automatically created, linked, and assigned to the appropriate team. What previously required manual coordination can now happen in seconds.

Pluxee is also layering Rovo Agents into these cross-functional workflows, helping identify potentially duplicated tasks and recommending possible next steps.

During the first phase of this workflow transformation, Pluxee went from managing roughly 1,000 internal and customer actions per month in the previous environment to around 4,000 per month through Atlassian workflows, while improving visibility and reducing bottlenecks.
This is just the beginning. The more knowledge and workflow context available across the Atlassian platform, the more opportunities teams have to benefit from automation and AI.

A new teammate: Rovo Agents spot duplicates, recommend next steps, and share knowledge

With Pluxee's knowledge, tasks, and team context increasingly connected through the Atlassian platform, Rovo can draw from broader organizational context rather than relying only on information contained within a single tool.

Teams are using Rovo Agents and Search to improve daily workflows through AI-assisted analysis, duplicate detection, recommendations, and natural-language queries.

Automated duplicate detection

Pluxee's Customer Care Team built a Rovo Agent to identify potentially duplicated tasks, surface related previous activity, and help teams avoid repetitive work.

AI-driven next-step recommendations

Rovo Agents can review cases managed through Atlassian workflows, analyze relevant comments and statuses, and propose possible next actions, giving teams and leaders a faster way to understand priorities and determine next steps.

Natural-language access to company context

With Rovo Search, even non-technical colleagues can find relevant cases and Confluence content using natural language. Teams can simply describe what they are looking for in their own words, making organizational knowledge easier to discover and reuse.

Show, don’t tell: Troubleshooting and training with Loom

At Pluxee, not every problem needs a meeting, and not every explanation needs a wall of text.

Technical teams use Loom to record short walkthroughs, saving time for both the person asking for help and the person providing it. Through its integration with the Atlassian platform, these recordings can also become part of the organization’s searchable knowledge rather than creating another information silo.

Troubleshooting via video reply

When the infrastructure team receives a support request, team members can respond with a Loom recording showing the requester how to address the issue.

The requester gets a clear visual explanation faster than a lengthy written response might provide, without either party needing to find time for an additional meeting.

Training and internal communications

When a new feature is released or a process changes, teams can record a short video to communicate it across the organization.

Loom's auto-transcription makes walkthroughs searchable and accessible, helping ensure that knowledge remains available after the video has been shared.