Workforce Management Software for Facility Management

Rota templates carry your contract shape. Shift patterns hold rotating security cover and the night cleaning windows that have to land inside the client’s access hours. Target hours keep each contract inside its labour budget. Multi-contract and entitlements management means an operative working across two client sites in one week is paid the right rate against the right contract, with no manual reconciliation at the end of the period.

Live Compliance runs against every shift as it is built. Working Time Regulations, rest breaks, lone-working rules and certification expiry are checked before the rota is published. SIA licence currency, working-at-height qualifications, electrical certifications and right-to-work all sit against the person, so a shift cannot be allocated to someone who is not licensed for it. When a shift opens through sickness or a job overrun, Shift Offer and Shift Claim push the gap to qualified, available people through the Employee App.

Multivariate, probabilistic ranges give you best, base and worst-case scenarios for each contract. The model continuously evolves week by week as new data comes in. AI Forecasting is bundled with AI Labour Demand Forecasting and is not sold standalone. Where you already have a strong demand signal of your own, that feed can replace the AI Forecasting input directly.

Three optimisation modes give the contract manager the lever that matches the commercial reality of each contract. Profit-first shapes the labour curve to protect margin on a fixed-fee contract. Customer service-first prioritises coverage at the demand peaks where SLA exposure is highest. Historic operating average balances both in line with how the contract has traditionally run.

The labour curve allocates staff by venue, by 15 to 30 minute intervals, hourly, daily or weekly, depending on how the contract is run. The model automatically factors in seasonal peaks, bank holidays, event windows and sudden demand shifts, so the labour plan stays accurate when the conditions change. The output feeds directly into AI-Assisted Scheduling.

Estate-wide scheduling is the default for FM. The model can build coverage across a full portfolio of client sites in one pass, or focus on a single contract where the constraints are tighter. It accounts for travel time between buildings for mobile teams, fair allocation of unsociable hours and the qualified pool available at each location.

Fair and ethical by design, with bias removed from the allocation logic, the system spreads premium hours, weekend cover and call-out work evenly across the people who are qualified to take it. The output is a rota the contract manager can sign off, not a draft to rebuild.

The Hours and Cost Comparison dashboard shows planned versus actual labour on every contract, so a margin issue surfaces in the week it happens, not in the month-end review. The Hours and Cost Performance Metrics dashboard tracks the levers behind it, including overtime exposure, agency dependency and supervisor utilisation. Clock In and Clock Out and Attendance Metrics dashboards give the dispatch desk and helpdesk a live view of who is on site, who is late and where cover is needed.

The Entitlement Utilisation and Absence Breakdown dashboard shows absence cost per contract, with the patterns that erode SLA performance before the client conversation. Employee Attendance Analysis lets you act on the people-level drivers of disputed timesheets and attendance variance. Bespoke dashboards cover the operational questions specific to your contract portfolio.

Payroll and Audit reports back the wage calculation up to the source clock data, the planned shift and the contract rate, so a client audit or an internal payroll query is answered from one record. Department reports give the contract manager a structured weekly view of labour spend, attendance and overtime by site and discipline. Time Off reports give HR the entitlement and absence picture across the operation.

KPI reports cover the contract-level metrics that matter at the operations director and commercial director level, including SLA performance, agency dependency and labour cost as a percentage of contract revenue. Training reports hold the certification picture, so audit evidence on SIA licensing and electrical certifications is on demand. Bespoke reports cover anything in the data that an existing report does not surface.

Sickness call-offs come in through the Employee App and surface immediately to the supervisor who owns the cover. The system holds the qualified pool for each site, so the people who are licensed for the patrol, certified for the M and E job or cleared for the secure floor are the ones offered the shift first. AI automated holiday allocation spreads planned leave fairly across the year, holding contract coverage through the high-pressure windows like shutdown weekends and the seasonal peaks for grounds and waste teams.

Automated holiday approval based on business rules removes the back-and-forth between supervisors and the helpdesk for routine requests. Entitlement balances are visible to every operative in the app, so the conversation is about cover, not about whether the leave is allowed.

Across multiple client contracts, absence cost is reported per contract and per discipline, so you can see where sickness is eroding margin on a specific site and act on it before the contract review.

In sectors with high-turnover roles, the gap between work done and money in the account is one of the strongest retention levers you have. On-Demand Pay lets operatives access a portion of their earned wages before payday, directly in the Employee App, without changing your monthly payroll cycle.

A cleaning operative working a Saturday night shift, a security officer covering a weekend patrol or a maintenance technician picking up a call-out can see and access the income they have already earned. The earned-income access is calculated against the days worked in the current monthly pay cycle, so it stays inside the same pay run your finance team is already running.

For your business, the lever pays back in retention, recruitment cost and agency dependency. Employee payroll savings sit alongside the on-demand feature in the app, so the same channel that drives near-term retention also supports longer-term financial wellbeing.