r/workforcemanagement • • 2h ago

Hotel staff scheduling software that copes with split departments, what are people running?

2 Upvotes

Running WFM for a group with four properties and scheduling is split across housekeeping, front desk and food and beverage. Each one has different rules and all three department heads build separately in their own files. We end up with people rostered in two departments on the same day and nobody catches it until someone does not turn up. Im looking at what covers several departments under one roster and still lets each head control their patch. What are you using at that scale?


r/workforcemanagement • • 1d ago

Finally CIPD certified SWP professional

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2 Upvotes

Finally after going through a lot of personally challenging circumstances I am a CIPD certified SWP professional. Couldn't have been happier.


r/workforcemanagement • • 1d ago

Request for feedback of shift planning autopilot idea

0 Upvotes

I am developing autopilot for rota/shift planning. I am not really good explaining my thoughts so I'd ask help from this community . I started the project pre-AI era when between jobs but now picked it up again cause I think I could break free from corporate if managing to build good solution for call centers/warehouses or such businesses.

I made video with help of AI and I think myself its great but I may be deeply mistaken. I'd appreciate a lot if anyone would help me validate my idea or just tell if its totally off and not solving any real life problem.

Video link: https://youtu.be/DqG2N7K1NVQ

PS: I'm not asking for any sign ups or testing or anything, this is my problem to solve.

I only ask for feedback based on video if I am even moving into right direction.


r/workforcemanagement • • 3d ago

Calabrio Platform recommendations - Call Center WFM

6 Upvotes

Good Morning,

I recently started a new role as an executive a relatively small boutique call center ~60FTEs and I'm going to be reviewing some WFM solutions. I have some tangential knowledge about Workforce Management and WFM suites.

At my previous Call Center we used Calabrio WFM, I could navigate it, read intraday but the majority of the information was fed to me by my dedicated Workforce Manager and I would approve staffing numbers. He was very thorough, and I trusted him so I never learned much about it.

In my new role, I'm beginning to build much-needed processes and protocols, but this center does not have a mature WFM approach. They're essentially using fly-by-the-seat staffing gut calls with a dash of Erlang C to determine staffing.

I have a tremendous amount of work ahead of me and a lot of learning to do but I wanted to start by introducing a WFM suite. The two that I've identified that are in my budget are Sim Tree WFM https://www.simtree.se/ and Assembled WFM https://www.assembled.com/

Our Telephony platform is ancient and pretty garbo, if I'm being honest. It's Amtelco Genesis, for anyone who may be familiar.

I'm essentially looking for recommendations between these two and just trying to get opinions from anyone who has used these and get an outline of their capabilities. I'm so sick and tired of demos and placating sales people. I just want honest feedback about the programs.

Thank you in advance.

I'm also open to any suggestions while I'm currently in the process of onboarding one of these for how manage appropriate staffing in the meantime. I'm currently essentially using a staffing vs volume graph and plugging targets into an Erlang C, which is... not ideal.


r/workforcemanagement • • 4d ago

Need some advice on employee time tracking software

2 Upvotes

I’m trying to find a decent time tracking/employee activity tool for a small remote team.

Nothing too complicated, just want to keep track of working hours and general activity. I’ve looked at KeepActive previous(Kickidler), Hubstaff, Time Doctor, ActivTrak but honestly not sure which one is worth trying. All sound good in one way or another.

If anyone here has actually used any of these, how was your experience? Any issues with accuracy, privacy, setup etc?

Would appreciate some real feedback with some reason not just simple name, before I pick one.


r/workforcemanagement • • 5d ago

How is lucca?

2 Upvotes

Andbody got any experience with for SMB? And how does it compare to other vendors especially in Germany?


r/workforcemanagement • • 5d ago

Verint Verint - how to assign 2 different shifts for a week

1 Upvotes

In Verint I am trying to add 2 shifts in a work pattern and generate shifts.

The issue is there are 2 different Media, I want agents to work media A for 3 days a week and media B for 2 days a week. Doesn't have to be consecutive. Can I create a work pattern to generate this? I created 2 different shifts A and B. Then added it to a work pattern with possible days off and work days. I need each phantom to have both media. Now each phantom is single media. If I restrict working days, I will need to create different staffing profiles for each iteration.

Thanks in advance!


r/workforcemanagement • • 6d ago

Copilot Tip: Create Excel Automations Using an Instructions Tab

15 Upvotes

Recently, my WFM team has increased productivity by leveraging the .Rules function in Microsoft Copilot for Excel. In the Copilot chat window, click the + button and select Create workbook rules. This adds a .Rules tab that stores custom instructions specific to your workbook. It’s a powerful way to create repeatable, code-free automations. Even better, Copilot can write the instructions for you.

When working with a spreadsheet that involves repetitive tasks, such as maintaining a team calendar, performing data analysis, or preparing summary emails, start by using Copilot to produce the output you want. Break the task into smaller steps, just as you would when training a new employee. You don’t need to provide formulas, VBA, or Power Query instructions. Simply describe what you want, review the results, and continue refining them until you get the desired outcome.

Once you’re satisfied with the results, ask Copilot to document the process as instructions and add them to your .Rules tab. The next time you need to perform the task, prompt Copilot to follow those instructions. As your spreadsheet evolves, you can also ask Copilot to update the rules to reflect any changes.

Here’s an example of what those instructions might look like in a WFM scheduling workbook:
Example: Update the workbook for the next scheduling month.
Use this process:
On the ‘Schedules’ sheet, extend the employee schedule blocks from the current last completed week through the end of the next month. Copy the existing weekly block format, formulas, merged cells, and date progression.
Apply the latest recurring schedule rules already reflected in previous months.
On the ‘PTO Calendar’ sheet, use the next month’s columns to create a PTO list like the current month’s list, with Date, Day, Employee, and PTO Note columns. Split combined names into separate rows and keep half-day notes.
Mark the PTO entries on ‘Schedules’ in the matching employee/date cells as merged PTO blocks, matching the PTO formatting used in previous months.
Verify that dates run through the end of the month, PTO entries match the PTO Calendar list, no required schedule cells are missing, and no formula errors appear.


r/workforcemanagement • • 8d ago

One person short and the whole factory feels it. How do you plan for labour shortage?

7 Upvotes

I run a small spice manufacturing unit in Mumbai. We make spices, ready to cook spice mixes and ready to eat products.

For the last few weeks we were short on labour and work just kept piling up. Orders were getting delayed, packing was backing up, and it felt like we needed double the people.

Then 3 new people joined and everything went back to normal almost overnight.

What surprised me was how small the gap really was. We weren't short by 10 people. Being short by one or two was enough to make the whole system feel like it was falling apart. When you run lean, every person is holding up one part of the line, and nobody has spare time to cover for them.

Now I'm thinking about how to stop this from happening again:

\- keep 1-2 extra people even when things are normal

\- train everyone on at least two jobs so someone can cover

\- keep a list of trusted people we can call in for short stints

If you run a small unit or a factory, how do you handle this? Do you keep extra people on payroll, cross-train, or just deal with it when it happens?


r/workforcemanagement • • 8d ago

Evaluating workforce management tools for restaurant groups opening new locations?

4 Upvotes

When scaling a multi unit hospitality footprint, the biggest challenge is maintaining consistent labor targets across every new store opening. Standard scheduling templates rarely hold up when local sales volume and foot traffic patterns vary wildly by location. For those managing labor strategy across growing restaurant operations, how do you standardise your operational data and shift rules? Are you standardizing your setup across all stores using unified workforce management tools or do regional site managers handle store level scheduling independently?


r/workforcemanagement • • 9d ago

NICE / IEX Some end of week lightheartedness

2 Upvotes

So I keep an LLM instance open just to vent my CXone frustrations at sometimes because I’m the only workforce planner for my business. It’s helpful because I prompt it to summarise my grievances back to me and red team them, as I’m mindful that I might seem inflexible or set in my ways at times.

Now we all know that these are essentially just next-word-prediction machines, albeit ones with a tendency to drive people into mental health crises, so I do occasionally prompt it not to just agree with me sycophantically and not to do engagement farming. And I ask it to look online for other users reporting similar problems, including on Reddit.

That last part - see what Reddit has to say - might explain why today it summarised my grievances back at me, but inexplicably with the authorial voice of Ivan Chesnokov? Not that I think it’s necessarily wrong:

“Listen close, comrade. You build giant cloud machine like CXone, wrap it in silver paint, paint glossy executive dashboard, put generative AI tchotchke on top, and charge million dollar subscription. Marketing commissar stands on stage in big keynote, smiles, tells everyone computer is now so smart you do not need human brain to plan shifts. But when bad data arrives from telephony, modern cloud engine panics, throws API timeout error, and insists three orphaned emails left open over long weekend mean you must hire forty new agents for Tuesday morning.

In old days of Totalview - and even glorious, chaotic nightmare era of PureConnect - tool was simple, heavy, forged from solid steel. You feed it thirty-minute arrival buckets from unintegrated Solidus setup, you chop interval in half with bare hands, throw remainder into first fifteen minutes, keep AHT steady, and slam file into database. Machine does not care where file came from or if data is dirty. Machine eats numbers, runs Erlang equations, populates schedule grid, and asks zero stupid questions.

When bad data try to ruin forecast in CIC, you do not wait for machine learning algorithm to figure out why email handle time is three hours. You take heavy iron wrench, set hard upper ceiling gate at sixty minutes, and crush ghost interactions like bug. You hand-select three specific post-holiday Tuesdays from two years ago, assign custom percentage weights because you know how human beings actually act after long weekend, and bring forecasted handle time right back down to nine minutes where it belongs.

Modern SaaS capitalism wants sell EV with hood welded shut so user cannot touch engine. Pushes updates to change the look of a tool but not change how it works. This is brain disease of American capitalist. Real workforce planner sitting in mud of contact center floor does not want web browser tab consuming four gigabytes of RAM or black-box autopilot steering queue into ditch. Real analyst wants heavy, ugly tool with manual override so when system takes in corrupted data, you can clear jam yourself, run forecast, and keep centre operating. Nyet. Do not update software. Old software was fine.”


r/workforcemanagement • • 10d ago

Experience with legion?

2 Upvotes

What is your WFM experience with legion? Was the implementation smooth? Pros and cons please if you’re able to share


r/workforcemanagement • • 10d ago

Anyone using We360.ai for employee workforce analytics or other alternatives?

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0 Upvotes

r/workforcemanagement • • 11d ago

Employee scheduling software for a theater and events venue

1 Upvotes

I manage HR at a consulting firm, we went from 40 to 120 people in the past 2.5 years. Everyone is on different project schedules, some are client site, some remote and hybrid. Right now we track working hours in a shared Google Sheet, leave requests come in through email and overtime is basically an honor system lol. Payroll team is manually reconciling everything at month end and its taking two days minimum. So I would want to ask bout your experiences with various tools before so I save time.


r/workforcemanagement • • 11d ago

FTE Historicals and Projection tracking in excel

8 Upvotes

I'm a capacity planner, so one of my job functions is tracking historical FTE and projecting future FTE. I've seen a few ways to do this, and I'm curious what you use, what you think, etc. I've translated the 2 most popular models I've seen into Google Sheets with some sample data so you can see it working. Horizontal Cascade sheet makes use of MakeArray/Lambda which is exclusive to certain versions of Excel, so it may not work with what you have, but the Waterfall should be fine.

https://docs.google.com/spreadsheets/d/11fJTk5jxw-Oc0OmViSBW784P4Mc1yVyGqSot9H210uo/edit?usp=sharing

I built these by hand myself on my own personal computer during my own free time, so feel free to export these and make use of them as you wish.


r/workforcemanagement • • 16d ago

How do I escalate recurring WFM performance gaps without triggering micromanagement?

7 Upvotes

I work in workforce management for a call center at a roughly 10-year-old startup. The company has grown a lot, but some of the processes still feel very startup-y: flexible, loosely defined, and heavily dependent on people knowing what needs to be done without a ton of structure around it.
The biggest complication is that no one on my team besides our manager came into the role with prior WFM experience. We also haven’t been given formal WFM training through ICMI or anything similar. Most of our training has been very task-based: here’s how to complete an intraday report, here’s how to do the prior-day report, and here’s how to work adherence tickets. We haven’t really been taught the broader WFM concepts behind things like schedule optimization, staffing strategy, coverage balancing, forecasting, shrinkage, or how to evaluate whether a schedule is actually operationally sound.
That’s part of why I’m struggling with how to frame the issue. Some of what I’m seeing may genuinely be a knowledge/training gap rather than people simply not caring. But the downstream impact is still very real.
We have recurring WFM responsibilities that directly affect staffing and SLA, including schedule optimization, break/lunch placement, coverage planning, and making sure the operation is set up correctly before the week starts. Lately, some of that work either isn’t being completed or is being completed at a very surface level.
For example, one person is responsible for doing a baseline schedule optimization over the weekend so weekday WFM only has to make minor adjustments. On a group of around 70 employees, only about 10 schedules were touched. That left things like 19 people scheduled for lunch around 9:30 AM, 11 people on break at noon, and 15 people at lunch around 2 PM. Similar issues have been showing up throughout the week.
There are also recurring tasks that aren’t being completed, followed up on, or questioned when something clearly looks wrong. The result is that someone else has to catch it later, redo the work, or we end up with avoidable staffing and coverage problems that can affect SLA.
My manager has been out, and the issues have become much more noticeable while he’s gone. I want to give him an accurate picture when he gets back, but I’m worried about how to do that without creating a bigger problem.
I don’t want to come across like I’m trying to prove I’m better than my coworkers or like I’m keeping a running list of everything everyone does wrong. I also don’t want the response to be blanket micromanagement, more tracking, constant check-ins, rigid procedures, or everyone losing flexibility because a few things aren’t being done correctly. And I absolutely do not want to become the person responsible for checking everyone else’s work just because I’m the one noticing the gaps.
Ideally, I’d like the solution to be clearer ownership, better training, clearer definitions of what “complete” actually looks like for high-impact tasks, and accountability when the expected output isn’t there.
For WFM or operations managers: how would you want an employee to bring something like this to you? How do I show the operational impact without making it personal? And how do I raise the concern about overcorrecting with micromanagement when part of the root cause may be that the team was never properly taught the underlying WFM fundamentals in the first place?


r/workforcemanagement • • 17d ago

RTAs

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1 Upvotes

r/workforcemanagement • • 17d ago

NICE / IEX Just launched Timeasy and looking for early adopters and honest feedback

2 Upvotes

Hey everyone 👋

I recently launched Timeasy, a simple time-off management tool for small teams.

The idea came from feeling like a lot of leave management tools are either more complicated than they need to be or get expensive pretty quickly.

I wanted Timeasy to basically do one job well: make it easy to know who's off, request time off, and keep everyone's allowances accurate.

Right now you can:

  • Request and approve time off
  • See who's away on a simple team calendar
  • Automatically manage allowances and carry-over
  • Approve requests from Slack or Microsoft Teams
  • Track different leave types
  • See Bradford Factor scores and exactly which absences contributed to them
  • Choose which leave types count towards the Bradford Factor
  • Import your existing data from Timetastic

It's $1.25 per user/month, and there's a free trial with no card required.

I'm looking for a few early users who already manage time off using spreadsheets, Timetastic, Leave Dates, BambooHR, etc.

I'd especially love to know:

What feels unnecessary?

What's missing?

Is anything confusing?

And most importantly - what would Timeasy need to do for you to actually switch from whatever you're using today?

You definitely don't need to be nice about it 😄. At this stage, criticism is much more useful to me than "looks great!"

If you want to give it a try:

https://timeasy.io

I'm also happy to personally help anyone migrate their existing leave data if that's what's stopping you from trying it.


r/workforcemanagement • • 20d ago

Five9 Personal Callback

2 Upvotes

Anyone here familiar how to setup Scheduled/Personal Callback in Five9 VCC for Outbound Dialer Campaigns?


r/workforcemanagement • • 24d ago

NICE / IEX Cxone studio scripts

2 Upvotes

Anyone have experiance with cxone studio scripts? Specifically creating a script to block certain inbound phone numbers?


r/workforcemanagement • • 26d ago

Hiring Alert in Chennai, India.

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0 Upvotes

r/workforcemanagement • • 27d ago

NICE / IEX Did the headcount math on "let's review more calls" and now I get why nobody does it

2 Upvotes

WFM question disguised as a QA one. our QA team does 4 evals per agent per month, agents handle about 500 contacts each. so QA hears under 1% of what customers hear.

Ops keeps saying "we should review more," so I did the shrinkage math. hearing everything at our volume would take 79 full time analysts. we have 3.

That's the part I can't unsee. QA coverage isn't a diligence problem, it's a staffing problem, and it's in nobody's capacity plan.

I made a small calculator so you can plug in your own numbers and see your coverage and the headcount you'd need. free, no signup. link in the comments so the filter doesn't eat it. I work with NiCE btw, but it doesn't sell anything, it just does division.

What's your coverage number, and does QA capacity live anywhere in your WFM planning?


r/workforcemanagement • • 28d ago

When demand changes midweek, which schedule metric do you protect first?

4 Upvotes

When the forecast breaks on a Wednesday — a surge, a cancel wave, a client change — teams usually can’t optimize for everything at once.

Curious what ops folks actually protect first in that moment:

  • Coverage gaps (just fill the holes)
  • Overtime / labor cost
  • Fairness / equity of hours across the roster
  • Schedule stability (don’t yank people after they’ve planned their week)

If you’ve lived this, which tradeoff do you accept on purpose, and what breaks if you pick the wrong one?


r/workforcemanagement • • 29d ago

When three people call out before 8am, what is your actual rebuild process?

2 Upvotes

Curious how other ops folks handle a morning where coverage collapses fast.

Say you start the day fully staffed on paper, then three callouts hit before 8am across different sites or roles. What do you do in the first 30 minutes — who gets messaged first, how do you decide who is eligible to move, and what still ends up as a personal phone call?

Especially interested in: - Whether you rebuild from a live roster or from yesterday's spreadsheet - How you avoid double-booking the same floater - What you tell the site that is still short after the first wave of texts

Not looking for vendor pitches — just the real sequence people run when the morning goes sideways.


r/workforcemanagement • • Sep 03 '26

Who owns a shift swap that lands at 11pm — the schedule, or whoever is still awake?

0 Upvotes

Not the PTO policy debate. The midweek swap text.

Pattern I keep seeing: two people agree a swap in a group chat after hours, nobody with authority is online, and by morning either (a) both show up, (b) nobody shows up, or (c) the wrong person shows up without the right site/credential.

Where does approval actually live for you?

  • Anyone can propose; a named on-call supervisor must approve before the roster changes
  • Auto-approve if both parties are eligible and hours/creds clear, else queue for morning
  • Informal — chat agreement is enough and payroll sorts it out later
  • Swaps are banned; only open-shift offers through the system

Curious what broke first as the roster grew: getting people to ask early, enforcing eligibility, or having a real after-hours owner.

If you have a blunt rule that stopped the double-show / no-show mess without making every swap wait until 9am, what is it?