Bespoke WFM (Workforce Management)
Managing your workforce, without losing your mind.
What is a bespoke WFM system?
A bespoke Workforce Management (WFM) system is custom built software designed to help you manage your staff more efficiently. Unlike off-the-shelf workforce software that more often than not come with restrictive limitations and don't provide everything you need, a bespoke WFM system is built around your business, your processes and of course - your people.
From scheduling and time tracking to compliance and capacity planning, every workflow is customised to match how your organisation operates. If you’ve ever used workforce software and thought “This would be great… if only it did XYZ” then a bespoke WFM system may well be worth exploring.
They are particularly useful for businesses that have unique operational demands or complex, nuanced processes that off-the-shelf solutions simply cannot accommodate.
Typical characteristics of bespoke WFM systems
As with all custom software, bespoke WFM systems are developed to meet the unique requirements of your organisation and your organisation only. Whilst specific features vary from one business to another, there are several common characteristics that are typically found in most bespoke WFM solutions:
Customisation
A defining trait of bespoke WFM systems is their ability to be tailored exactly to your organisation’s specific processes, policies and roles. Unlike off-the-shelf solutions which are built to appeal to the masses and usually include generic functionality, custom WFM platforms are purpose built to support how your particular business operates. Whether it’s shift rules, pay structures, approval workflows or compliance requirements, everything can be built to reflect your operational reality.
Integration
You're likely already using some form of existing software and the good news is, custom WFM solutions can be designed to integrate with your existing software. This might be your payroll system, HR platform, CRM system or something else currently being used. These integrations give you an efficient way to move your data between whatever systems you're using without having to manually type it into each of them. For example, time tracking data collected within your bespoke WFM system can automatically feed into your payroll system, ensuring accurate and timely wage calculations for your employees.
Scalability
Bespoke WFM systems can be built to take your future plans and ambitions into account. They can grow alongside your business, accommodating an expanding workforce, new departments or new feature requirements. This flexibility allows you to avoid the many limitations of fixed, off-the-shelf platforms and instead, invest in a solution that can grow with you over time by choosing future friendly infrastructure that can be built upon.
Automation
Another huge advantage of custom WFM software is the ability to automate those pesky manual, repetitive and time consuming tasks your staff all despise. You can automate tasks such as staff scheduling, labour forecasting, rota creation and compliance checks. The automations can be tailored to address your unique business challenges and can save you significant time & effort, reduce errors and contribute to a more efficient workplace overall.
Employee self service
Custom WFM systems can be built to include self service features that allow your employees to essentially manage themselves. They can set schedules, submit time off requests, view their personal performance metrics and more - all within one centralised platform. This not only reduces the administrative burden on you but also demonstrates trust and accountability for the employees themselves - a win for all involved.
Mobile accessibility
WFM systems can be developed for web, mobile, tablets or a combination which gives your employees live access to the essential features they need, no matter where they happen to be at the time. This is especially valuable if your company has a mobile and/or remote workforce as it allows them to be productive and responsive regardless of their location.
Who might benefit from a bespoke WFM?
Generally, WFM systems are used by businesses that have lots of employees, shifts, jobs or customer interactions to coordinate. Custom WFM systems are used by businesses with all of these things plus more complicated processes, unusual requirements or existing systems that need to work together.
A bespoke WFM system might be particularly useful if your business:
- Has complex scheduling or resource allocation requirements
- Needs to manage different types of employees, departments or contractors
- Needs to integrate workforce management with your existing CRM, ERP, Payroll or other business system
- Would benefit from automating workforce related tasks
- Needs to see specific dashboards, reporting or KPI metrics
- Is currently relying on spreadsheets and/or emails to manage the workforce. Seriously, just don't
- Wants the ability to grow and change the system as the business evolves
Bespoke v off-the-shelf WFM systems
| Feature / Aspect | Bespoke WFM | Off-the-shelf WFM |
|---|---|---|
| Scheduling | Scheduling can be built around your exact rules, shift patterns and resource requirements | Ready built rota and scheduling tools with configuration options, but you work within the scheduling model provided |
| Work allocation | Can be designed around exactly how your business allocates jobs, tasks or resources | Usually provides standard job/task allocation, often based on employees, teams, skills, availability or location |
| Workforce rules | Can incorporate your own complex business rules and calculations | Supports the rules and settings built into the software; unusual requirements may require workarounds |
| Employee management | Employee records and workforce information can be tailored to your requirements | Typically includes employee profiles, availability, skills, working hours and other standard workforce information |
| Time & attendance | Can be built around your existing processes, systems and working arrangements | Commonly includes timesheets, clock-in/out, attendance tracking and mobile time recording |
| Holiday & absence | Can follow your own approval processes and business rules | Usually includes standard holiday requests, approvals, absence recording and availability management |
| Forecasting | Forecasting can use your own historical data, calculations and business rules | Often provides demand forecasting based on historical workforce or workload data, depending on the product |
| Reporting | Reports and dashboards can be created around your specific KPIs and management information | Usually comes with ready built reports covering areas such as attendance, utilisation, overtime, absence and scheduling |
| Integrations | Can be developed to exchange the specific data you need with your existing systems | Often offers integrations with other popular, off-the-shelf payroll, HR, CRM, accounting and other business systems, but only where the supplier supports them |
| Automation | Repetitive processes can be automated according to your own workflows and rules | Provides pre-configured automation and workflow options, usually limited to what the platform supports |
| User experience | Screens and workflows can be designed around your employees and managers | You use the supplier's existing interface, with some configuration and customisation options |
| Scalability | Can be expanded with new functionality as your business changes | Usually scales in terms of users, locations and usage, but you remain within the capabilities of the platform |
| Changes & new functionality | New features and changes can be developed specifically for your business | You generally have to wait for the supplier to introduce new features or find a way to achieve them using existing functionality |
| Data & functionality | You decide what information the system captures and how it is used | You work with the fields, data structures and functionality provided by the supplier |
| Cost | Higher initial development cost, followed by support and further development as required | Usually lower upfront cost, but ongoing subscription or licence fees are common and may increase with users or functionality |
| Implementation | Requires discovery, design, development, testing and deployment | Generally quicker to implement because the software has already been developed |
| Maintenance & updates | Ongoing maintenance and development is your responsibility or managed by your development partner | The supplier normally manages hosting, maintenance, security updates and new releases |
| Existing processes | The system can be built to fit your existing processes | You may need to adapt some of your processes to fit the way the software works |
| Supplier dependency | You can have greater control over the software and its future development | You are dependent on the supplier's roadmap, pricing, support and continued availability of the product |
| Best suited to | Businesses with complex, unusual or highly specific workforce management requirements | Businesses whose workforce management needs can be adequately covered by an existing platform without significant customisation |
How can we help?
At Cool Code Company, we’ve designed and delivered a wide range of bespoke WFM systems over the years, each tailored to the specific needs and goals of our clients. Whether your priority is improved scheduling, streamlined compliance, stronger employee engagement or better visibility into your workforce, we work closely with you to create a solution that fits and grows with your organisation.
Ready to explore a more intelligent approach to workforce management? Get in touch today to discuss your requirements and how we can help you achieve them.
FAQs
| Question | Answer |
|---|---|
| What is the difference between Workforce Management (WFM) and Customer Relationship Management (CRM)? | Workforce Management (WFM) systems are designed to help businesses organise and optimise their staff, covering areas like scheduling, attendance, productivity and compliance. Customer Relationship Management (CRM) systems focus on managing interactions with customers and leads, helping businesses track sales, marketing, service and communications. In simple terms – WFM is about managing your team, whilst CRM is about managing your customers. |
| Who uses Workforce Management software? | Companies across a broad range of industries, sizes and contexts benefit from using WFM systems. If a business has a large number of employees, shift-based working or remote staff then chances are they use a WFM system (or they very much should be considering it!). Industry wise, they are common in Manufacturing & Engineering, Hospitality, Call Centres and Logistics to name but a few. |
| How much does Workforce Management software cost? | How long is a piece of string? Yes, unfortunately, it is that abstract. The cost of a WFM system, particularly a bespoke one, depends on several factors including whether it's built from scratch or adapted from an existing platform, the complexity and range of features required, any integration with your existing systems (payroll, HR, CRM) and the number of users or locations involved. Whilst off-the-shelf options might start from a modest monthly subscription per user, a custom solution will require higher initial development costs but no ongoing licensing fees. For many businesses, the right investment pays for itself in efficiency gains, fewer staffing issues and all round smoother operations. |
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