Bespoke WFM (Work Force Management)

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 the way forward.

It’s 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 Workforce Management (WFM) systems are developed to meet the unique requirements of the organisations that use them. Whilst specific features vary from one business to another, there are several common characteristics that are typically found across 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 such as payroll systems, HR platforms and CRM systems. These integrations allow your company to share data across multiple platforms. For example, time tracking data collected within your bespoke WFM system can automatically feed into payroll, 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.

Automation

A mahoosive advantage of custom WFM software is the ability to automate those pesky manual, repetitive and time consuming tasks. 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 specific challenges which can ultimately save you significant chunks of time, 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 mobile or remote workforces as it allows them to be productive and responsive regardless of their location.

Training & skills management

Do you need to stay compliant? Want visibility of your team’s skillsets? Bespoke WFM software can include features for tracking certifications, training history and employee development - especially useful in industries with regulated roles and audit requirements.

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

Q) What is the difference between Work Force Management (WFM) and Customer Relationship Management (CRM) systems?

A) 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.

Q) Who uses Work Force Management Ssftware?

A) Companies across a broad range of industries, size and context 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.

Q) How much does Work Force Management software cost?

A) 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 on going licensing fees. For many businesses, the right investment pays for itself in efficiency gains, fewer staffing issues and all round smoother operations.